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HR Administrative Coordinator

2 months ago

North Manchester, Indiana, United States Manchester University, Inc. Full time
Job Overview

Position Summary: The selected candidate will oversee a variety of administrative and operational functions within the Human Resources department, ensuring efficient workflows and providing exceptional assistance to both staff and faculty. This role will also involve supporting the management of the student employment initiative.

Key Responsibilities:

  • Office Administration:
    1. Oversee the central HR communication channel, directing inquiries to the relevant team members.
    2. Act as the office coordinator, including managing the inventory of office supplies and promotional materials for new hires and recruitment activities.
    3. Provide administrative assistance to the HR team, including calendar management, meeting scheduling, communication coordination, and hospitality arrangements.
  • Human Resources Support:
    1. Process employment verification requests.
    2. Prepare and disseminate announcements for new hires.
    3. Manage outsourced HR services, vendor relationships, and contractual agreements.
    4. Update records in the HR information system, including changes in supervisors and department affiliations.
    5. Generate data query reports from HRIS systems.
    6. Serve as a backup for new hire orientation and organize orientation sessions for new employees.
    7. Facilitate post-orientation feedback surveys and analyze trends in the results.
  • Compensation Management:
    1. Coordinate the institution's compensation notification processes.
    2. Administer annual salary increase procedures and prepare increase notifications.
    3. Produce, distribute, and track annual appointment letters.
  • Client Relations:
    1. Act as the primary contact for all HR-related inquiries, assisting employees with employment-related questions and concerns.
  • Event Management:
    1. Coordinate the schedule of HR events, including interviews, meetings, and recruitment activities.
    2. Oversee the employee recognition initiatives.
    3. Manage memorials for employee-related events such as births, deaths, and special occasions.
  • Financial Oversight:
    1. Assist the HR Director with financial responsibilities, including tracking expenses, reconciling credit card statements, and preparing expense reports.
  • Student Employment Oversight:
    1. Input and maintain all student employee information in HRIS systems.
    2. Coordinate meetings with students to verify and copy Form I-9 identification.
    3. Create and maintain student employee documentation and files.
    4. Process student employee separations and leaves, updating student status and supervisor access in HRIS systems.
    5. Supervise HR student workers, including scheduling, timecard approval, and task delegation.
  • Benefits Management:
    1. Assist with benefit plan audits, including data preparation, collection, and organization for third-party audits.
    2. Verify monthly premium statements for all group policies and maintain metrics related to premiums, claims, and costs.
    3. Support the design and distribution of materials for benefits orientations and open enrollment periods.

Additional Responsibilities:

  1. Maintain the HR events calendar on the university's website.
  2. Regularly review student work hours for compliance with the Hours of Work policy and communicate potential violations to supervisors and students.

Qualifications:

  • Associate's degree in Human Resources, Business Administration, or a related field, or equivalent professional experience required.
  • 2-3 years of experience in an administrative or HR support capacity, preferably in higher education or a related sector.
  • Strong organizational and time management capabilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in HR information systems (HRIS) and other office software preferred.
  • Ability to work independently and collaboratively within a team.
  • High level of professionalism and integrity.
  • Strong attention to detail and problem-solving abilities.
  • Ability to manage sensitive and confidential information with discretion.
  • Willingness to travel occasionally between campuses.
  • Physical requirements include the ability to lift approximately 20 lbs., hear and speak clearly, sit for extended periods, and keyboard for long durations.