Human Resources Specialist

2 weeks ago

Chicago, Illinois, United States Illinois College of Optometry Full time
Position Overview

LEVEL: Exempt

REPORTING STRUCTURE: Reports to the Director of Human Resources

KEY RESPONSIBILITIES:

  • Human Resources Operations
    • Deliver exceptional support to students and staff.
    • Assist the Director of HR in various administrative tasks.
    • Oversee essential administrative functions including scheduling, email correspondence, filing, and event planning.
    • Respond promptly to employee inquiries.
    • Support the performance management system as required.
    • Help maintain and update around 250 job descriptions.
    • Coordinate staff and faculty events, including celebrations and retirements.
    • Generate and revise reports, employee manuals, training logs, and other documentation.
    • Obtain and maintain Notary Public certification to serve the institution.
    • Manage visa and green card applications for nonimmigrant staff.
    • Regularly review compliance with city, state, and federal regulations.
    • Participate in HR meetings to discuss objectives and strategies.
    • Assist with Family and Medical Leave Act (FMLA) processing as assigned.
  • Recruitment and Onboarding
    • Oversee the entire recruitment and onboarding process, including job postings, interview scheduling, and offer letters.
    • Develop external recruitment resources to attract top talent.
    • Participate in recruitment events and job fairs.
    • Facilitate exit interviews and manage offboarding processes.
    • Verify employment for staff and faculty as necessary.
    • Coordinate evaluation processes for newly hired or promoted employees.
  • Student Work Study Program Management
    • Maintain accurate records of student positions and employment statistics.
    • Ensure current job descriptions for Work Study positions are up to date.
    • Input Work Study data into the HR/Payroll system, ensuring compliance with hiring documentation.
    • Develop and update the Student Work Study handbook.
    • Stay informed about federal and state regulations affecting the Work Study Program.
    • Collaborate with various departments regarding the program.
    • Communicate effectively with student workers and their supervisors.

ADDITIONAL DUTIES:

  • Perform other related tasks as assigned by the Director of Human Resources.
  • Maintain a professional office environment and order supplies as needed.

QUALIFICATIONS:

  • Bachelor's degree with 2 years of experience or 3+ years of relevant HR experience.
  • Familiarity with automated Human Resources Information Systems (HRIS), preferably ADP Recruitment.
  • Proven experience in recruitment and onboarding processes.
  • Exceptional customer service skills and professionalism in all communications.
  • Ability to maintain confidentiality at all times.
  • Strong time management skills to meet deadlines.
  • Excellent organizational and prioritization abilities.
  • Proficient in data reporting and document management using Excel, Word, and PowerPoint.
  • Ability to foster positive relationships with faculty, staff, students, and visitors.
  • Skilled in conflict resolution and problem-solving.
  • Willingness to learn and adapt to new processes.
  • Strong written and verbal communication skills.
  • Demonstrated reliability and punctuality.
  • Adherence to attendance policies.
  • Signing of a Non-Disclosure Agreement (NDA) is required.

The Illinois College of Optometry and the Illinois Eye Institute maintain a policy of at-will employment, allowing either party to terminate the employment relationship at any time.

I am capable of fulfilling all essential job functions as outlined in this position description.

Employee

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