Hawaii Pacific University
Employment Specialist
Hawaii Pacific University, Honolulu, Hawaii, United States, 96814
Description
Job Summary:The Employment Specialist performs a variety of HR functions related to recruitment & employment of faculty and staff. The incumbent facilitates recruitment function working under the direction of the Manager, Recruitment and HR Operations. The Employment Specialist works with current employees, applicants, and new hires to ensure a customer focused experience. This includes active participation in the recruiting of staff & faculty to include recruitment processes to include new hire orientation, onboarding, job postings, applicant tracking, reporting, job descriptions, as well as processing of employee promotions, transfers, terminations and changes/updates. The Employment Specialist must also maintain current and conversant understanding of the student employment federal work study program (as it pertains to processing and supporting Federal Work Study student hires), FERPA, and other related higher education policies, procedures, and regulations.
Qualifications:
Minimum Qualifications:
Bachelor's degree in human resources, business administration, or related field (or equivalent experience).
One year recruitment or recruitment support experience.
One year of Applicant Tracking System (ATS) experience.
One year of experience processing personnel actions and maintaining employee records in an HR information System
Intermediate proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
Desired Qualifications:
Three years' experience in Human Resources employment and recruitment.
Three years’ experience processing personnel actions and maintaining employee records in an HR information System
Experience working in higher education or non-profit highly desirable.
Experience with Banner HR (HRIS) or NeoGov applicant tracking system.
Other Qualifications:
Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance is not available for this position.
Must meet training and background check qualifications and comply with the Protection of Minors policy.
Report to work obligations to support the department may require working during HPU’s winter break, if necessary.
Able to work all shifts and extended hours. Minimum Monday to Friday 8AM - 5PM.
Successful candidate will be able to work in an environment that utilizes excellent time and stress management skills.
Strong customer service orientation and interpersonal skills.
Excellent written and verbal communication skills.
Strong editing and attention to detail skills.
Past experience working with mainstream HRIS system or equivalent CRM database systems.
Record of working as a strong team player in an environment requiring high levels of trust and confidentiality.
Ability to multi-task in a complex operating environment.
Proven ability to partner effectively with multiple constituents.
Respectful of protocol and adherence to policy.
A self-starter who is able to work with little to no supervision.
Ability to exercise judgment above reproach.
Key Responsibilities/Essential Job Functions:
1. Recruitment and Employment (65%)
Manages Staff & Faculty full cycle recruitment and collaborates with partnering departments such as: hiring managers, Directors, Deans, and Vice Presidents.
Prepares offer letters in coordination with the Associate Director of HR Operations & Recruitment, Office of Academic Affairs, and the Sourcing & Compensation Specialist.
Utilizes the applicant tracking system (ATS) to support the recruitment function including, processing position requisitions, job postings, tracking applicants and ensuring employment applications and resumes are accurately prescreened thru the ATS.
Responsible for job postings, and job fair participation to ensure a wide selection of candidates. Services the internal stakeholder (hiring managers) through conditional job offers, and the electronic tracking of Position Requisitions approval process.
Assist with the completion (applicant disposition) of applicant tracking logs, and collect and appropriately organize and file the materials supporting the applicant search and selection.
Promotes a positive candidate experience through timely and consistent communication and prompt follow-up on inquiries.
Conducts applicable screening of applicants and newly promoted employees inclusive of reference, criminal background, and credit checks; driver abstracts; drug/alcohol testing, tuberculosis clearance, and any other mandated requirements.
For new employees, supports a seamless onboarding and enculturation experience and coordinates first day work essentials (system/email/phone access) with college administrative assistants, HRIS, IT, and payroll.
Schedule and coordinate onboarding, completion of new hire paperwork, and employee ID photos.
Prepare hiring managers for new hire - new hire "checklist", e.g. initiate computer set up (email account and identification of necessary software new hire to use), phone system, business cards, department level orientation.
Processes employee promotions, transfers, terminations and changes/updates.
Serves as a super user of the applicant tracking system. Provides support to the Associate Director of HR Ops & Recruitment.
2. Record Management Support (20%)
Comply with all HR processes, rules, and regulations.
Accurately input and process of all personnel data on the HRIS system; including, but not limited to, new hire information, compensation changes, I-9 processing, TB clearance tracking, drug tests, and terminations.
Support the maintenance of the HR file room, creation of personnel folders, and maintenance of records as dictated by the records retention policy.
Enter data for ad hoc and annual reporting including IPEDS, EEO, and AAP.
Ensures the confidentiality of records in compliance with HIPAA, FERPA, and university policy.
3. General Office Support (10%)
Greet and assist visitors and callers, employees and applicants.
Remain apprised of onboarding and other pertinent appointments, meetings and activities; assist with related tasks as they arise.
Monitor and redirect (take messages and email), and ensure inquiry is provided to the appropriate SME.
File documents as assigned, create and maintain folders/labels/files/binders for department documents and projects.
4. Performs other related duties as assigned (5%)
Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.
Assists with seasonal peaks.
Competencies: Human Resources capacity, problem-solving/analysis, communication proficiency, ethical conduct/respectful treatment of others.
This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.
Hawai'i Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of ethnicity, gender, faith, age, color, disability or genetic information. Hawai'i Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment.
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Job Summary:The Employment Specialist performs a variety of HR functions related to recruitment & employment of faculty and staff. The incumbent facilitates recruitment function working under the direction of the Manager, Recruitment and HR Operations. The Employment Specialist works with current employees, applicants, and new hires to ensure a customer focused experience. This includes active participation in the recruiting of staff & faculty to include recruitment processes to include new hire orientation, onboarding, job postings, applicant tracking, reporting, job descriptions, as well as processing of employee promotions, transfers, terminations and changes/updates. The Employment Specialist must also maintain current and conversant understanding of the student employment federal work study program (as it pertains to processing and supporting Federal Work Study student hires), FERPA, and other related higher education policies, procedures, and regulations.
Qualifications:
Minimum Qualifications:
Bachelor's degree in human resources, business administration, or related field (or equivalent experience).
One year recruitment or recruitment support experience.
One year of Applicant Tracking System (ATS) experience.
One year of experience processing personnel actions and maintaining employee records in an HR information System
Intermediate proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
Desired Qualifications:
Three years' experience in Human Resources employment and recruitment.
Three years’ experience processing personnel actions and maintaining employee records in an HR information System
Experience working in higher education or non-profit highly desirable.
Experience with Banner HR (HRIS) or NeoGov applicant tracking system.
Other Qualifications:
Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance is not available for this position.
Must meet training and background check qualifications and comply with the Protection of Minors policy.
Report to work obligations to support the department may require working during HPU’s winter break, if necessary.
Able to work all shifts and extended hours. Minimum Monday to Friday 8AM - 5PM.
Successful candidate will be able to work in an environment that utilizes excellent time and stress management skills.
Strong customer service orientation and interpersonal skills.
Excellent written and verbal communication skills.
Strong editing and attention to detail skills.
Past experience working with mainstream HRIS system or equivalent CRM database systems.
Record of working as a strong team player in an environment requiring high levels of trust and confidentiality.
Ability to multi-task in a complex operating environment.
Proven ability to partner effectively with multiple constituents.
Respectful of protocol and adherence to policy.
A self-starter who is able to work with little to no supervision.
Ability to exercise judgment above reproach.
Key Responsibilities/Essential Job Functions:
1. Recruitment and Employment (65%)
Manages Staff & Faculty full cycle recruitment and collaborates with partnering departments such as: hiring managers, Directors, Deans, and Vice Presidents.
Prepares offer letters in coordination with the Associate Director of HR Operations & Recruitment, Office of Academic Affairs, and the Sourcing & Compensation Specialist.
Utilizes the applicant tracking system (ATS) to support the recruitment function including, processing position requisitions, job postings, tracking applicants and ensuring employment applications and resumes are accurately prescreened thru the ATS.
Responsible for job postings, and job fair participation to ensure a wide selection of candidates. Services the internal stakeholder (hiring managers) through conditional job offers, and the electronic tracking of Position Requisitions approval process.
Assist with the completion (applicant disposition) of applicant tracking logs, and collect and appropriately organize and file the materials supporting the applicant search and selection.
Promotes a positive candidate experience through timely and consistent communication and prompt follow-up on inquiries.
Conducts applicable screening of applicants and newly promoted employees inclusive of reference, criminal background, and credit checks; driver abstracts; drug/alcohol testing, tuberculosis clearance, and any other mandated requirements.
For new employees, supports a seamless onboarding and enculturation experience and coordinates first day work essentials (system/email/phone access) with college administrative assistants, HRIS, IT, and payroll.
Schedule and coordinate onboarding, completion of new hire paperwork, and employee ID photos.
Prepare hiring managers for new hire - new hire "checklist", e.g. initiate computer set up (email account and identification of necessary software new hire to use), phone system, business cards, department level orientation.
Processes employee promotions, transfers, terminations and changes/updates.
Serves as a super user of the applicant tracking system. Provides support to the Associate Director of HR Ops & Recruitment.
2. Record Management Support (20%)
Comply with all HR processes, rules, and regulations.
Accurately input and process of all personnel data on the HRIS system; including, but not limited to, new hire information, compensation changes, I-9 processing, TB clearance tracking, drug tests, and terminations.
Support the maintenance of the HR file room, creation of personnel folders, and maintenance of records as dictated by the records retention policy.
Enter data for ad hoc and annual reporting including IPEDS, EEO, and AAP.
Ensures the confidentiality of records in compliance with HIPAA, FERPA, and university policy.
3. General Office Support (10%)
Greet and assist visitors and callers, employees and applicants.
Remain apprised of onboarding and other pertinent appointments, meetings and activities; assist with related tasks as they arise.
Monitor and redirect (take messages and email), and ensure inquiry is provided to the appropriate SME.
File documents as assigned, create and maintain folders/labels/files/binders for department documents and projects.
4. Performs other related duties as assigned (5%)
Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.
Assists with seasonal peaks.
Competencies: Human Resources capacity, problem-solving/analysis, communication proficiency, ethical conduct/respectful treatment of others.
This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.
Hawai'i Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of ethnicity, gender, faith, age, color, disability or genetic information. Hawai'i Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment.
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