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Human Resources Coordinator

Employer
Clark University
Location
Worcester, MA

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Job Details

Category:: Staff and Administrators
Department:: 5410 (HR-Human Res.& Affirm.Action)
Locations:: Worcester, MA
Posted:: Feb 12, 2021
Closes:: Open Until Filled
Type:: Full-time - Exempt
Ref. No.:: 199895
Position ID:: 128264

About Clark University:


Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.


Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub



Job Description:


General Administrative support responsibilities:


  • Maintain personnel files, including archiving and conducting audits to ensure employee files are accurate and in-compliance, proper storage & destruction of records; coordinate, organize and maintain employment files for staff and faculty; organize, edit and maintain HR files, forms and materials.
  • Manage the HR calendar and e-mail in-box; sends out general announcements to campus partners.
  • Assist the Director with the budget reconciliation; process purchase orders, invoices, and input data into the E-procurement system (SmartBuy Plus).
  • Plan and coordinate the annual Long Service Employee Recognition event; Creates invitations, tracks RSVP's, reserves space, assist the Director with creating the menu; orders gifts; update power point presentation.
  • Serve as liaison on various employee engagement events to provide a variety of administrative support to include processing SmartBuy Plus Purchase Orders, etc?
  • Hire, train and supervise student employees; in consultation with the HR team, coordinate and prioritize student projects.
  • Prepare and coordinate meeting logistics for HR events, including room reservations, working with vendors and catering needs.
  • Manage the Petty Cash box to include the movie ticket purchase program: purchase tickets from the movie theaters, tracks payment, and ensures account reconciliation.

Benefits support responsibilities:


  • Plan and coordinate the annual Tuition Exchange Program to include confirming eligibility, scheduling the information session, facilitate the lottery drawing, and notification to applicants, etc?
  • In collaboration with the Sr. Assistant Director, monitor and process the Tuition Benefit, which may involve determining eligibility, evaluating, researching, and approving forms
  • Process Retired Faculty Health Reimbursements each quarter. Update and prepare fiscal year end finance forms for audit purposes.
  • Update Facilities Management Earned Time accruals as needed.
  • Process Donated Sick Time requests and generate follow-up notifications to recipients.
  • Assist with the planning and coordination of the annual Open Enrollment and Benefits Fair to include maintaining the virtual platform
  • Reconcile and process monthly premium payments for the Life, Long Term Disability Insurance as well as the private self-funded paid family and medical leave benefit
  • Answer general benefits related questions and elevate to the appropriate HR team member when necessary.

Employment/On-boarding support responsibilities:


  • Support the Associate Director with posting job opportunities through Hirezon/Interview Exchange applicant tracking system when needed.
  • Assist with the intake of requisite employment forms to ensure the completion and accuracy.
  • Oversee the retention of mandatory forms (including I-9) for government compliance, tax forms, new hire folders, separations folders, position folders, etc.
  • Prepare and maintain HR materials such as new hire packets, general HR forms, and the electronic forms on the HR intranet page.
  • In consultation with the Associate Director, generate, maintain, and distribute weekly employment Activity List and maintain monthly/annual updates for the HR website to include the "Comings & Goings".
  • Schedule exit interviews and ensure employment files are properly closed and stored.
  • Answer general hiring/on-boarding related questions and elevate to the appropriate HR team member when necessary.

HRIS support responsibilities:


  • In collaboration with the HRIS Analyst as need on special projects and/or data clean up efforts.

Salary Increase and Performance Management support responsibilities:


  • Manage the communication of the 6-month review and annual review process; assist with following up and tracking the return of the reviews.
  • Assist the Director with generating and distributing annual salary increase letters.
  • Other duties as assigned


Requirements:


  • High School diploma required; additional degree preferred.
  • 3 - 5 years of professional administrative experience with an emphasis on customer service within a human resources office required.
  • Prior experience updating, auditing and archiving personnel files in a Human Resources setting preferred.
  • High level of proficiency with Microsoft Office Suit products: Word, Access, Excel, Power Point and Outlook, required and experience with various databases related to e-procurement systems (SmartBuy) and Applicant Tracking (Hirezon/Interview Exchange) preferred.
  • Excellent organizational and time management skills.
  • Proven ability to manage multiple tasks, work independently and shift priorities when necessary.
  • Proven attention to detail and methods for ensuring accuracy.
  • Capable of maintaining a professional demeanor and ability to respectfully diffuse sensitive situations.
  • Appropriately direct employees/applicants/visitors to suitable areas that can provide assistance.
  • Ability to learn quickly and understand how each process relates to the larger goals of the office and the University.
  • Possess the ability to maintain confidentiality and discretion at all times and handle sensitive information with confidentiality and tact.
  • Prior exposure to accounting concepts or experience with budget reconciliation.
  • Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.


This is a Full-time position with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.




Additional Information:


Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.



Application Instructions:


To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:


  • Resume
  • Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.


Already have a Clark University Careers Account? Login to your account to add documents or update your account.


Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.



Organization

Working at Clark University
 

A relentless force for positive change

Founded in 1887, Clark University is a liberal arts-based research university committed to scholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention. Change Our World,” which is the rallying cry that inspires our community every day.

Located in the heart of New England — Worcester, Massachusetts — Clark University educates its approximately 2,200 undergraduate and 1,100 graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort.

A university on the cutting edge of higher education

Clark is a world-class research university that is small by design, giving students the rare opportunity to contribute to pioneering research projects and to benefit from hands-on experience, close collaboration with peers, and the individual mentorship of faculty.

LEEP (Liberal Education and Effective Practice) is Clark’s pioneering model of higher education,  compelling students to thrive in authentic world and workplace settings, and preparing them for lives and careers of consequence. Clark is the only university to make the development of “capacities of effective practice” an explicit learning requirement for its undergraduates. Critical to success in today’s world, these capacities include imagination, self-directedness, resilience, and the ability to manage diversity and uncertainty. A Clark education reflects a belief in the enduring value of liberal education, as well as the University’s efforts to more deeply attune students’ learning experiences to the profound changes underway in our economy, our society, and our democracy.

The Clark graduate experience reflects the importance of “engaged scholarship” — an innovative educational approach that connects students to the people and organizations intimately familiar with (and working to address) the issues they are passionate about, and that places a premium on effecting measurable outcomes.

Committed to research that advance knowledge and impacts society

The Clark University faculty is composed of world-renowned researchers who foster a culture of excellence in the next generation. At Clark, faculty and students are given the freedom and flexibility to pursue projects that transcend traditional disciplinary boundaries.

The University’s focused areas of research excellence are backed by strong Ph.D. and master’s degree programs that engage graduate students from around the world in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark faculty, students, and staff continually develop new ways of thinking and acting that have a positive impact on the lives — and livelihoods — of people throughout the world.

Clark's research profile is enhanced by the presence of a variety of research institutes and centers that build on a foundation of interdisciplinary scholarship: the Mosakowski Institute for Public Enterprise, the George Perkins Marsh Institute, the Higgins School of Humanities, the Jacob Hiatt Center for Urban Education and the Strassler Family Center for Holocaust and Genocide Studies.

Redefining our place in the world by immersing our community in it

Clark has redefined what it means to be a university in today’s interconnected world, forging robust partnerships with universities, educators, researchers, and business and community leaders at home and abroad, enabling its faculty and students to conduct in-depth research, work collaboratively to take on global concerns, and make a tangible difference. This diverse community of educators, researchers, and scholars challenge and inspire each other with their perspectives, insights, and determination. They are creative thinkers eager to defy conventional wisdom, devise inventive solutions to complex problems, and roll up their sleeves to get things done.

Clark itself plays a critical role in the health and well-being of its urban community, known as Main South, through the University Park Partnership — a national model for neighborhood revitalization. Working in tandem with the city of Worcester, Clark has been a change agent in the areas of housing and physical rehabilitation, education, economic development and social and recreational opportunities for residents. The University Park Campus School, which Clark operates in collaboration with the Worcester Public Schools, boasts an estimable record of high achievement and was recognized by President Barack Obama for its record of academic success.

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