Human Resource Coordinator

REPORTS TO: Executive Director of HR & Organizational Development (EDHROD)

PURPOSE OF POSITION:

Primarily responsible for providing diversified administrative support and organization wide communication and event planning for the Human Resources Office, as well as serving as the main point of contact for all inquiries.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Function as the first point of contact for the Human Resources office, fielding phone calls, greeting visitors and managing communications for the Human Resources Team. This role is meant to provide information and resources to employees or candidates calling/visiting with questions, using discretion to protect schedules and prioritize time and appointments for the HR team members.
• Schedule meetings and appointments for the recruiting team, as well as the EDHROD, set up Zoom/Teams calls for virtual meetings, reserve rooms/equipment as necessary and send links to candidates for remote interviews. Schedule both on campus and remote interviews. Work with other administrative support staff on campus to maximize scheduling efficiencies.
• Prepare recruiting material, including informational folders for administrative and support staff candidates, as well as faculty candidates who meet with HR during their on-campus interview. Streamline any paper documents handed out and have the same documents available online to email those candidates involved in virtual interviews.
• Work closely with the HR Specialist to coordinate the details of the first day for any faculty and new staff hire, preparing and sending out the “First Day Schedule”, helping to secure access fobs, laptops, etc.
• Coordinate all details when a faculty or staff member indicates they will be leaving employment. Getting all appropriate dates on the HR team calendars, preparing the exit checklist for use by the EDHROD for the final exit meeting.
• Designing and developing content for the quarterly HR Newsletters that are communicated to all employees. Find, collect, and recommend content, layout the information in Canva, solicit information, proofread and submit for final approval. Once approved, post on u.dordt.edu and route to all employees.
• Coordinate all details for events hosted by HR which includes but is not limited to the monthly Faculty & Staff Coffee Hours, the Farewell Coffee for those leaving employment, and the Retirement Open House held in the Spring and the All Campus Meetings. Taking the lead in reserving the space, ordering any food/flowers, and communicating with the Facilities & Services and Events staff.
• Prepare a weekly staffing update and information reminders that are sent out to campus (i.e. includes updates of new hires or those leaving, baby announcements, prayer requests, and general reminders and information). Prepares the draft document for final review and edits by the EDHROD.
• Manage the faculty and staff birthday card, sympathy card, and new baby communications. Working with the Print & Mail Center to design and order the cards we need on an annual basis.
• Work with the EDHROD to plan and coordinate details for the summer professional development sessions offered to faculty & staff. Reserving spaces, securing topics and session leaders, and sending out communication to campus.
• Assist the office with filing, scanning, and developing checklists and other ways to record and track information. Assist with report generation as needed or conducting research.
• Perform data entry to save and track HR-related information in Oracle or utilize appropriate tracing and reporting tools to track new employee relocation reimbursements, immigration status and expense details, and graduate program reimbursements for eligible staff.
• Help the HR team review information on the u.dordt.edu and (Use the "Apply for this Job" box below). sites related to employee information to ensure it is accurate and up-to-date and all links are working properly for those who might be accessing the pages. Streamline the documents and update all older forms and policies to the updated look/branding, and make them fillable PDF documents whenever possible.
• Assist with onboarding of faculty, staff and student employees, including collecting employee information running background checks, updating documents, and moving forms and guidelines for employees to the u.dordt.edu Employee Toolkit to streamline processes and create efficiencies and easy access.
• Maintain updated and accurate organizational charts and post them to u.dordt.edu.
• Liaise between payroll and employees on approved, paid leaves. Enter any absences on employee’s behalf necessary to reflect on the monthly payroll register and pay slips.
• Assist the HR team with research and tracking of compliance-related topics, preparing reports for use in annual institutional surveys, and routine clerical support.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• A clear understanding and commitment to the Reformed perspective and mission of Dordt University and ability to clearly articulate and…