Human Resources Coordinator

Updated: 6 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: The position may have been removed or expired!

Department
 

Facilities Human Resources


About the Department
 

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors and visitors.


Job Summary
 

The job provides specialized business support for a range of processes, procedures or programs within the Human Resources function.

Responsibilities

Under the direction of the Associate Director, Human Resources and Strategic Planning, the Human Resources Coordinator (HRC) serves as a key business partner to all Facilities Services (FS) units. The incumbent will have technical competency in all HR areas and will partner with stakeholders across campus to design customer solutions that align with unit and organization priorities.  Supports the SHRM in human resources initiatives. The HRC is responsible for processing a broad spectrum of HR transactions within several University systems.  They are involved with processes such as posting positions, onboarding new employees and establishing an accurate employee record, changes to jobs, and processing of payroll and benefit information. Providing business support for human resources functions, acting as an initial point of contact for employees in FS and serving as a resource to other team members. Working both collaboratively and independently as needed, the incumbent supports initiatives, shared team goals and work to provide both a strategic vision and tactical attention to detail and timely execution to deliver high quality services.  At all times, the HRC will positively support and represent the University of Chicago serving as a champion for change and engaging in the community.

  • Provides business support for the human resources function, acting as an initial point of contact for employees in the unit, onboarding new hires, and serving as an informal resource to other team members.
  • Ensures unit and University personnel policies and procedures are followed. Schedules meetings, interviews, training, and unit orientations.
  • Develop and maintain human resources data assets, reporting and management dashboards, and analytical tools including support of conducting employee surveys and organizational assessments to support data-driven management strategies and strategic workforce planning objectives.
  • Create positions and job requisitions and in appropriate Human Capital Management system, Workday, utilizing the job description and other position information from the SHRM for Facilities Services.
  • Update applicant statuses based on information from the SHRM, usually following major decision points such as interviewee selection and final hiring decision.
  • Complete pre-hire steps necessary to bring the new employee on board and set-up access to systems
  • Order background check and confirm results of background check.
  • Conduct professional reference checks.
  • Create UCAT account in order to generate Chicago ID.
  • Assist with Workday onboarding and answer technical questions about onboarding process.
  • Work with Facilities Services IT support team on business application set-up and coordination of access to University and unit specific systems.
  • Register employee for UChicago Orientation based on start date and soonest available orientation offering as well as conduct unit specific orientation.
  • Process certain job data changes, transfers and temp employee changes in Workday.
  • Check ERISA hours for non-benefits eligible employees to determine if they are close to max allotment.
  • Initiate ‘quick closure’ for terminations, when applicable as notified by SHRM.
  • Organize and coordinate employee pay adjustments and timecard distribution as required.
  • Serve as system administrator for the time and attendance tracking system and respond to employee pay inquiries.
  • Maintain accurate, complete, and up-to-date human resources information in the form of databases, employee manuals, and individual personnel files.
  • Notify appropriate management if issues arise.
  • Performs routine assignments related to the design and delivery of human resources training offerings for all employees. Assists in the developing and implementing a strategy for targeted market training courses and evaluates the efficacy of current programs. Coordinates in-person and web-based trainings and provides necessary materials and instruction to those individual trainers.
  • Oversee and establish procedures for paperwork completion, collection and record retention for following HR functional areas leave administration including Family Medical Leave, Short Term Disability, Long Term disability and other types of leaves of absences; performance management documents including annual and mid-year performance appraisals; recruitment files including requisition files and associated interview notes.
  • Provide support with department projects, including gathering requirements, collaborating with key stakeholders, and ensuring timely completion of deliverables.
  • May develop and deliver standard and ad hoc reports, templates, dashboards, scorecards, and metrics.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor’s degree in Human Resources, Business Administration, or relevant field.

Experience:

  • Management, human resources, or administration.
  • Working in a higher education environment.

Certifications:

  • Professional in Human Resources certification.

Technical Knowledge or Skills:

  • Proficiency in Microsoft Office ( Word, Excel, PowerPoint and Outlook).
  • Advanced in Microsoft Excel.
  • Ability to have a vision for the long-term, as well as, an attention to details.
  • Demonstrated effective written and verbal communication skills.
  • Demonstrated ability to develop and sustain strong relationships with peers and unit partners.
  • Demonstrated ability to balance multiple priorities.
  • Ability to handle highly sensitive matters; maintain confidentiality and objectivity.
  • Demonstrated project management skills.
  • Resourceful, flexible and able to anticipate and resolve problems effectively and a capacity for understanding the relationship of specific tasks to the broader operation of the administrative functions.
  • Excellent verbal and written communication skills, ability to communicate with clarity, tact, and courtesy, and demonstrate judgment and discretion in the sharing of sensitive information.
  • Strong customer service orientation and the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.
  • Strong analytical and problem-solving skills.

Working Conditions

  • Ability to work at various locations across campus.
  • Keyboarding, ability to view a computer screen.
  • Mobility and agility necessary to climb stairs; lifting and moving loads consistent with job requirements; bending and working in a standing position for periods of time. 
  • Ability to sit 2 to 4 hours of time at a computer.

Application Documents

  • Resume (required).
  • Cover Letter (required).
  • List of References (required).


When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family
 

Human Resources


Role Impact
 

Individual Contributor


FLSA Status
 

Non-Exempt


Pay Frequency
 

Biweekly


Scheduled Weekly Hours
 

40


Benefits Eligible
 

Yes


COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.



Department
 

Facilities Human Resources


About the Department
 

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors and visitors.


Job Summary
 

The job provides specialized business support for a range of processes, procedures or programs within the Human Resources function.

Responsibilities

Under the direction of the Associate Director, Human Resources and Strategic Planning, the Human Resources Coordinator (HRC) serves as a key business partner to all Facilities Services (FS) units. The incumbent will have technical competency in all HR areas and will partner with stakeholders across campus to design customer solutions that align with unit and organization priorities.  Supports the SHRM in human resources initiatives. The HRC is responsible for processing a broad spectrum of HR transactions within several University systems.  They are involved with processes such as posting positions, onboarding new employees and establishing an accurate employee record, changes to jobs, and processing of payroll and benefit information. Providing business support for human resources functions, acting as an initial point of contact for employees in FS and serving as a resource to other team members. Working both collaboratively and independently as needed, the incumbent supports initiatives, shared team goals and work to provide both a strategic vision and tactical attention to detail and timely execution to deliver high quality services.  At all times, the HRC will positively support and represent the University of Chicago serving as a champion for change and engaging in the community.

  • Provides business support for the human resources function, acting as an initial point of contact for employees in the unit, onboarding new hires, and serving as an informal resource to other team members.
  • Ensures unit and University personnel policies and procedures are followed. Schedules meetings, interviews, training, and unit orientations.
  • Develop and maintain human resources data assets, reporting and management dashboards, and analytical tools including support of conducting employee surveys and organizational assessments to support data-driven management strategies and strategic workforce planning objectives.
  • Create positions and job requisitions and in appropriate Human Capital Management system, Workday, utilizing the job description and other position information from the SHRM for Facilities Services.
  • Update applicant statuses based on information from the SHRM, usually following major decision points such as interviewee selection and final hiring decision.
  • Complete pre-hire steps necessary to bring the new employee on board and set-up access to systems
  • Order background check and confirm results of background check.
  • Conduct professional reference checks.
  • Create UCAT account in order to generate Chicago ID.
  • Assist with Workday onboarding and answer technical questions about onboarding process.
  • Work with Facilities Services IT support team on business application set-up and coordination of access to University and unit specific systems.
  • Register employee for UChicago Orientation based on start date and soonest available orientation offering as well as conduct unit specific orientation.
  • Process certain job data changes, transfers and temp employee changes in Workday.
  • Check ERISA hours for non-benefits eligible employees to determine if they are close to max allotment.
  • Initiate ‘quick closure’ for terminations, when applicable as notified by SHRM.
  • Organize and coordinate employee pay adjustments and timecard distribution as required.
  • Serve as system administrator for the time and attendance tracking system and respond to employee pay inquiries.
  • Maintain accurate, complete, and up-to-date human resources information in the form of databases, employee manuals, and individual personnel files.
  • Notify appropriate management if issues arise.
  • Performs routine assignments related to the design and delivery of human resources training offerings for all employees. Assists in the developing and implementing a strategy for targeted market training courses and evaluates the efficacy of current programs. Coordinates in-person and web-based trainings and provides necessary materials and instruction to those individual trainers.
  • Oversee and establish procedures for paperwork completion, collection and record retention for following HR functional areas leave administration including Family Medical Leave, Short Term Disability, Long Term disability and other types of leaves of absences; performance management documents including annual and mid-year performance appraisals; recruitment files including requisition files and associated interview notes.
  • Provide support with department projects, including gathering requirements, collaborating with key stakeholders, and ensuring timely completion of deliverables.
  • May develop and deliver standard and ad hoc reports, templates, dashboards, scorecards, and metrics.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor’s degree in Human Resources, Business Administration, or relevant field.

Experience:

  • Management, human resources, or administration.
  • Working in a higher education environment.

Certifications:

  • Professional in Human Resources certification.

Technical Knowledge or Skills:

  • Proficiency in Microsoft Office ( Word, Excel, PowerPoint and Outlook).
  • Advanced in Microsoft Excel.
  • Ability to have a vision for the long-term, as well as, an attention to details.
  • Demonstrated effective written and verbal communication skills.
  • Demonstrated ability to develop and sustain strong relationships with peers and unit partners.
  • Demonstrated ability to balance multiple priorities.
  • Ability to handle highly sensitive matters; maintain confidentiality and objectivity.
  • Demonstrated project management skills.
  • Resourceful, flexible and able to anticipate and resolve problems effectively and a capacity for understanding the relationship of specific tasks to the broader operation of the administrative functions.
  • Excellent verbal and written communication skills, ability to communicate with clarity, tact, and courtesy, and demonstrate judgment and discretion in the sharing of sensitive information.
  • Strong customer service orientation and the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.
  • Strong analytical and problem-solving skills.

Working Conditions

  • Ability to work at various locations across campus.
  • Keyboarding, ability to view a computer screen.
  • Mobility and agility necessary to climb stairs; lifting and moving loads consistent with job requirements; bending and working in a standing position for periods of time. 
  • Ability to sit 2 to 4 hours of time at a computer.

Application Documents

  • Resume (required).
  • Cover Letter (required).
  • List of References (required).


When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family
 

Human Resources


Role Impact
 

Individual Contributor


FLSA Status
 

Non-Exempt


Pay Frequency
 

Biweekly


Scheduled Weekly Hours
 

40


Benefits Eligible
 

Yes


COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


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