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Human Resources Administrative Specialist
2 months ago
Role Type
Professional Staff
Position Designation
HR Coordinator
Employment Category
Full Time
Duration
12 Months
Location
Biddeford, ME
Role Summary
The Human Resources (HR) and Title IX and Civil Rights Compliance teams at the University of New England play a crucial role in fostering a supportive environment and retaining a skilled workforce. The HR Coordinator serves as a vital entry-level position, acting as the main point of contact for both external and internal inquiries at our Biddeford Campus.
The HR Operations team provides centralized support to professional staff, faculty, and students throughout the employment lifecycle, encompassing various functions such as pre-employment processes, new employee onboarding, status updates, leave management, payroll, and benefits administration. This service-oriented team ensures accurate and timely management of employee records and data, facilitating effective communication and information dissemination related to their responsibilities. They also handle requests for information from employees and leaders promptly.
The Human Resources department collaborates closely with the Finance and Administration (FA) division, which provides essential operational support across the University, including departments such as the Business Office, Student Financial Services, Campus Services, and Information Technology. This collaboration is vital for the seamless functioning of the University, supporting its mission to prepare students for success in a dynamic world while enhancing the well-being of individuals, communities, and the planet.
About the University of New England
UNE stands as Maine's largest private university, featuring two picturesque coastal campuses in Maine, a unique study-abroad campus in Tangier, Morocco, and a diverse range of online offerings. In a notably welcoming and supportive community, we emphasize hands-on learning, empowering students to make a positive impact in a world filled with challenges. We are the leading provider of health professionals in the state and host Maine's only medical and dental colleges, alongside various interprofessionally aligned health care programs and nationally recognized programs in marine sciences, natural and social sciences, business, humanities, and the arts.
UNE provides an extensive benefits package to eligible employees, which includes various health and dental plans, a retirement plan with up to an eight percent match, generous paid leave encompassing holidays, vacation, sick, and personal time, as well as educational benefits. For more information regarding UNE's benefits package, please refer to the Human Resources Benefits site.
Key Responsibilities
- Oversee the efficient daily operations of the HR office, providing administrative support that includes managing the front desk, phone communications, general HR email inquiries, tracking and ordering supplies, sorting mail, and submitting IT and facilities work orders.
- Deliver front-line HR support and exceptional customer service.
- Collaborate with internal HR teams, Payroll, and Recruiting to address manager and employee inquiries within established timelines.
- Manage the background check program for the university.
- Facilitate the onboarding process for new hires, including benefits-eligible employees, students, and adjuncts, ensuring completion of I-9 work authorization documents and related paperwork.
- Coordinate with various departments to enhance the onboarding process for employees not included in the online system, such as adjuncts, temporary employees, and student workers.
- Provide administrative support to Human Resources and the Office of Title IX and Civil Rights Compliance, including meeting coordination and processing invoices, departmental purchase cards, and budget management.
- Develop and maintain standard operating procedures while proactively identifying and addressing opportunities for internal process improvement.
- Assist with updates and modifications to the website and social media accounts as needed.
- Manage HR storage effectively.
- Support the team with various special projects.
- Engage regularly with the immediate supervisor, other departmental personnel, and various individuals/organizations to plan and coordinate departmental activities and inter-office communications for information exchange and problem resolution.
- Perform additional related duties as assigned.
Associate's Degree with one to two years of administrative experience, or a combination of education and experience that provides comparable knowledge and skills.
- Ability to thrive under pressure, adapt to constant changes, and manage multiple tasks simultaneously.
- Capacity to maintain a high level of confidentiality.
- Ability to work independently.
- Demonstrated experience in troubleshooting and problem-solving.
- Basic proficiency in utilizing technology, including databases and the Microsoft Office suite, Canva, and social media, to perform necessary tasks and automate processes where appropriate.
- Ability to meet deadlines with quality results, often in high-urgency situations.
In accordance with federal and state law and University policy, the University of New England is dedicated to the principle of equal opportunity for all members of the University community. The University prohibits and will not tolerate discrimination in employment, academic services, or any other aspect of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or veteran status. Decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers, or participants in institutional programs, services, and activities must not be influenced by prohibited bias factors.
