Human Resources Coordinator

2 days ago

Urbana, Illinois, United States University of Illinois Full time
Job Summary

As a key member of the University of Illinois Library's Human Resources team, the HR Representative will provide administrative and general office support to Library Human Resources. This role serves as the point of contact, directing employee requests and questions, scheduling meetings, coordinating events, and maintaining accurate and up-to-date employee records.

Key Responsibilities
  • HR Operations
    • Function as Hiring Coordinator for Hourly and Student vacancies.
    • Manage end-to-end employment for Hourly employees, and all changes during an employee's tenure.
    • Process all Cornerstone/JDX and HRFE transactions for Hourly and Student employees.
    • Post all Hourly and Student job openings on the Library's website.
    • Responsible for database of all Hourly and Student position descriptions for the University Library.
    • Track, update, and maintain a schedule to ensure all Hourly job descriptions are accurate.
    • Responsible for transferring appointment information in the Library's JOYCE system to HRFE for official University business processing.
    • Manage interdepartmental Library documents regarding Hourly new employee and workspace readiness statuses, all of which contribute to the Library's onboarding and offboarding program.
    • Establish personnel electronic files within Library HR, and other HR-related files.
    • Manage and maintain files to ensure they are in compliance with federal and state law as well as campus guidelines.
    • Assist with ensuring that all labor law posters are posted as required.
    • Participate in the Library's monthly HR Summit meetings by providing timely reminders and updates regarding Hourly and Student employees.
    • Send regular reminder emails to supervisors regarding upcoming employment deadlines.
    • Develop and maintain procedural manuals, workflow documents, and other standard operating procedure documentation.
    • Assist the Library Assistant Dean of BHRSC with the annual performance evaluation in-house electronic system.
  • Office Support
    • Serve as the first point of contact for visitors to the Library's Human Resources Office, either in person or by phone, and respond to human resources inquiries, escalating complex issues as needed.
    • Resolve standard employee requests, referring to appropriate functional area and representatives as needed.
    • Have frequent telephone and face-to-face contact with personnel throughout the Library, as well as with students.
    • Manage components of the Library's Cheers for Peers monthly recognition program.
    • Create, update, revise, and retrieve confidential files and records, which may involve cross-filing; ensure that all personnel files are up to date and verify that both the electronic files and paper files contain the same information.
    • Responsible for using WORDPRESS in maintaining the Library Human Resources Service Center web pages to ensure they are responsive to those served.
    • Compile information for the monthly Library Office Notes regarding filled, open, and upcoming Library positions as well as upcoming Library events.
    • Responsible for adding events to the Library's Employee Calendar; work closely with the Library's Organization Development and Training division of BHRSC.
    • Assist the Library's Awards and Recognition Committee with administrative tasks.
    • Responsible for the planning and installation of the Library's Graduating Student Employee exhibit.
    • Order and maintain office supplies.
  • Payroll
    • Provide backup for the human resource functions for the biweekly payroll, pay adjustments, and pay stops for the Civil Service staff of the University Library.
    • Responsible for reviewing accuracy and policy compliance of hours reported, which include complex shift differentials, overtime/compensation, and holidays for employees.
    • Identify the need for pay adjustments/corrections and process accordingly.
    • Use expertise when errors are found by determining accounts involved and following through to full resolution with units and campus.
    • Work closely with coworkers regarding special leave categories such as FMLA/VESSA, Workers Compensation, Disability, Unpaid Leaves, and Bereavement Leave.

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