Support Staff

Human Resources Associate (Junior Generalist)

Full Time

Finance and Administration

Human Resources

The Human Resources Department seeks to provide leadership and expertise on human resource matters by serving as internal consultants to University employees. It is the goal of the Human Resources Department to develop and support a diverse workforce; to attract and retain quality employees; to facilitate open, two-way communications between supervisory and staff personnel; provide competitive total rewards; to develop and maintain a climate of mutual trust, confidence and sensitivity to the needs of our employees and the University; and to build and enhance motivation, a spirit of cooperation and job satisfaction. We seek to serve as advocates for equity, diversity and inclusion, to provide excellent customer service and to strengthen and support the University in achieving its aspirations through the human dimension.

We are excited to onboard a Human Resources (HR) Associate who will train as a generalist. This is an excellent opportunity for an individual who is interested in learning the field of Human Resources.
The HR Associate is accountable for effectively managing a range of HR duties including, recruitment of student and casual wage hires, onboarding new employees and payroll processing. This role is also accountable for supporting talent acquisition initiatives, benefits administration and program management.
Specific Accountabilities include but are not limited to:

• Overall coordination of student and temporary recruitment, to include coordinating with hiring managers the accurate, timely posting of student and temporary opportunities and the assignment of pay grades/rates. Ensure postings are current with follow up to supervisors regarding timely communications with applicants.
• Accurate and timely communications related to assignment of students, entry and maintenance of student and casual wage payroll related records, including jobs and deductions.
• Accurate and timely completion and/or collection of required forms and information from students and casual employees, (e.g. I9s, tax forms, applications) and ensure compliance with appropriate policies and governing regulations. Ensure compliance with state and federal requirements.
• Ensuring assigned filing systems are organized, accurate, up-to-date and accessible, as appropriate.
• Monitoring hours for compliance such as Paid Family Leave (PFL), Affordable Care Act (ACA) and retirement eligibility for areas of responsibility.
• Supporting benefit administration duties including accurate and timely submission of workers compensation and disability claims and requested information.
• Supporting performance program through release and tracking of probationary/introductory employee evaluations.
• Supporting professional development program administration duties including coordination and scheduling of select programs.
• Coordinates onboarding activities for assigned areas, including completion of background checks.
• Coordinates cyclical communications, for assigned areas, regarding employment policies and processes.
• Proactively develops a current talent pool of casual wage employees to meet immediate needs of departments.
• Provide administrative assistance for program management to include submitting work orders, room reservations, and overseeing event set-up.
• Consistently providing excellent customer service, to include fostering positive relationships with individuals and departments supported by the HR function.
• Manage daily support needs of all visitors to the office by demonstrating attention to detail, organization skills, and exceptional customer service
• Communicate and execute policies, ensuring they are administered fairly and consistently for areas of responsibility.
• Works as a member of a team and provides coverage and assistance as required.

Office Productivity

Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.

Event Planning

Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.

Administrative Procedures

Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.

HRIS

Demonstrates knowledge and application of all relevant HR systems. Is the department’s expert on the day-to-day use and leverage of all relevant HR and vendor systems. Demonstrated proficiency of system usage sufficient to create efficiencies in day-to-day execution of all related HR processes. Demonstrated understanding of the interrelationships of HR data among and between HRIS, vendors and other related Colgate systems.

Data and Analysis

Demonstrated ability to write moderately complex queries of HR and vendor systems. Demonstrated ability to run and execute pre-written queries. Demonstrated mastery of data sufficient to error check and validate key data sets. Demonstrated mastery of all relevant departmental and enterprise software productivity tools, e.g. MS Excel and Google Drive. Demonstrated attention to detail.

Customer Service

Displays empathy and patience with employees and students of all levels of sophistication with HR policies and processes. Can successfully support most employees and students on campus with common HR administration issues. Demonstrated ability to consistently follow through with solutions and information. Demonstrated ability to diffuse most situations and remain calm and focused. Demonstrated ability to assess employee and student sophistication with HR processes and policies and communicate (oral and written) in an appropriate level of detail. Always conveys confidence to the user in HR’s ability to solve issues.

Personal Accountability for Results

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Effective Communication

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Problem Solving and Decision Making

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Change Management

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Leadership and Teamwork

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Creativity and Innovation

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Diversity and Inclusion

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Sustainability

Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

• 2-3 years of professional or administrative experience
• Demonstrated ability to maintain careful attention to detail in a fast-paced, dynamic environment is critical to this role
• Strong organizational skills are required
• Ability to take initiative and identify solutions to problems
• Proficiency with MSOffice Word and Excel required
• Ability to demonstrate high degree of integrity and manage and maintain confidentiality
• Ability to work with a sense of urgency to meet deadlines and address competing priorities
• Must possess the ability to be flexible and multi-task in a busy team-oriented environment
• Outstanding written, listening and verbal communication skills
• Demonstrated ability to effectively problem solve and make decisions using sound judgment
• Demonstrated customer-oriented mindset
• Must be capable of working collegially with a diverse group of students, faculty, staff, visitors and business associates on a daily basis

• Prior HR experience strongly preferred
• Familiarity with Google Docs/Sheets preferred
• Prior experience using an HRIS or ATS system preferred
• Familiarity with federal and state employment function laws, regulations and policies is helpful

Associate’s degree or combination of education and experience from which comparable skills were attained is required

Bachelor’s degree is preferred

2023S022Posting

No

Weekdays

03/23/2023

Yes

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at cusafety@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.