Human Resources Coordinator
Job Description
Full Job Description
Requisition Number: 59769
Location: Boulder, Colorado
City: Boulder
State: Colorado
Employment Type:: University Staff
Schedule: Full-Time
Posting Close Date: 21-Oct-2024
Date Posted: 07-Oct-2024
Job Summary
The College of Engineering and Applied Science (CEAS) Dean's Office HR Team provides operational support and guidance to all CEAS departments and programs and is responsible for ensuring the overall operational effectiveness and efficiency of the college’s HR processes. CEAS currently comprises more than 18 departments, programs, and centers; more than 350 faculty and 300 non-faculty employees and is growing.
The Human Resources Coordinator will serve as professional support within the College of Engineering and Applied Science Human Resources team, and will have oversight over all temporary and student hires in the college. This role will also provide assistance with regard to onboarding/offboarding, recognition programs, events, and training verification, while leading compliance with college, university, and state policies and procedures. The Human Resources Coordinator will also be responsible for working closely with the CEAS Human Resources team on leading special projects. This position formally reports to the Sr. Director of Engineering Human Resources in the Dean’s Administrative organization.
Who We Are
Founded in 1893, the College of Engineering and Applied Science at CU Boulder is the second largest of seven schools and colleges at one of the nation's top public research institutions. As Colorado's flagship university, CU Boulder has selective admissions standards and a comprehensive array of undergraduate and graduate programs.
The college’s mission is to generate new knowledge in engineering and related fields, and to equip students from a diverse set of backgrounds to become leaders and citizens responsible for the betterment of individuals and society. Our vision is to be a recognized world leader for excellence and innovation in engineering research and education, with an emphasis on inclusive excellence, active learning and global society.
What Your Key Responsibilities Will Be
General Administration
- HR Inquiries and People Maintenance
- Maintain and check Jira and CEAS HR Shared inbox daily.
- Respond to and work through all general inquiries that come in to our shared inbox.
- Forward emails and assign Jira tickets to CEAS HR team members, as appropriate.
- Review both the shared email inbox & Jira ticketing system to ensure all necessary emails are assigned, forwarded, or have a Jira ticket.
- Address technical issues in Jira and troubleshoot accordingly.
- Organize tickets & emails for archiving.
- Conduct weekly Email Listserv Audit.
- Add all new faculty & staff members to the appropriate listservs for CEAS.
- Remove any departed faculty & staff members from appropriate listservs.
- Support HR team with electronic document filing, reporting, and data analysis.
- Support Faculty Specialist in tracking, routing (for offers), and filing of sabbatical applications, faculty reappointments, faculty evaluations, offer letters, and leadership reappointments.
- Support HR generalist in employee file backlogs.
- Provide reports and light analysis for HR team requests.
- Maintain non-compliance training spreadsheets.
- Provide one-on-one support, as needed, for those needing assistance with MyLeave tool.
- Troubleshoot issues, find solutions, etc.
- Maintain and check Jira and CEAS HR Shared inbox daily.
- Training Audits
- Complete Training Compliance Audits on a quarterly basis, send communications with clear instructions to non-compliant employees and enlist HRLs for support for:
- “Discrimination & Sexual Misconduct”
- “Information Security Awareness”
- “Fiscal Code of Ethics”
- Complete Training Compliance Audits on a quarterly basis, send communications with clear instructions to non-compliant employees and enlist HRLs for support for:
- Merchandise
- Manage HR merchandise orders, requests, inventory, and associated budget.
- Research and create new swag item proposals; work closely with Communications to design appropriate logos.
- Coordinate with merchandise vendor to order items; process payments appropriately.
- Manage & Organize CEAS HR storage closet; restock supplies as needed; maintain inventory of supplies.
- Manage HR merchandise orders, requests, inventory, and associated budget.
- Event Support
- Provide support for events such as new hire orientations activities for HR Generalists and Faculty Advancement Professionals including:
- Coordinate catering for breakfast, breaks, and lunch.
- Assist with the procurement and preparation of materials and supplies such as preparing gift pages, giveaways, etc.
- Assist reservation of space, coordination of speakers, extending invitations, and event setup/cleanup.
- Provide support for events such as new hire orientations activities for HR Generalists and Faculty Advancement Professionals including:
Employee Hiring, Onboarding, Orientation
- Support HR Generalists in leading all “day 1” onboarding, offboarding, and support for CEAS Dean's Office employees
- Ensure hiring managers have onboarding and offboarding tools and answer any questions for staff, students, temps for Dean’s office.
- Ensure hiring managers have completed “day 1” actions to prepare new hires.
- For Dean's Office Administrative employees, contact individuals for their headshot & bio for monthly/bi-monthly welcome announcement.
- Support questions regarding updating Dean's Office Org Charts in Visio where there are no identifiable leaders.
- Provide new staff member welcome/onboarding support
- Assist with updating and completing staff profile information.
- Add new staff members to our CEAS HR shared calendar along with subsequent anniversaries.
- Send out welcome emails; create and deliver welcome bags; send out anniversary emails.
- Lead HR Operations onboarding administrative processes.
- At new hire and throughout the year, audit the collection and archiving of hybrid work agreement forms for all new staff members.
Anniversaries, Employee Recognition and Staff Incentive Awards Support
- Send out daily anniversary emails to employees and their supervisors.
- Create & submit monthly requests for the Commitment to Excellence Awards (C2EA), Staff Incentive Awards (SIA), Employee Recognition Awards (ERA).
- Pull data from C2EA tracker for each month's employees; manage and update the tracker for the current year's C2EA anniversaries (5, 10, 15, 20).
- Confirm approval for SIA and ERA employees; manage and update the tracker for all SIA and ERA nominees.
- Pull job data for each of the employees.
- Submit requests to CEAS Finance for processing and track the status.
- Communicate information with employees' supervisor and employee.
- Manage the monthly processing and delivery of all Awards
- Ensure quality management on name spelling and title for awards.
- Order and pick up C2EA awards from Leisure Time Awards; process payment and P-Card documentation for these payments; coordinate delivery of awards.
- Request & pick-up ERA plaques from in-house producer (ITLP); draft & print ERA certificates and route for signatures; coordinate delivery of all ERA certificates and plaques.
- Draft and print SIA certificates and route for signatures; coordinate delivery of all SIA certificates.
- Include award announcements in each CEAS HR monthly newsletter.
Student and Temp Hiring Lead
- Act as HR support for Student Employees in Dean’s Office and conduct student onboarding for Dean’s office as needed to educate students on HR processes such as timekeeping and corresponding tools, etc.
- Work closely with supervisors to educate them on student employee processes, provide guidance on supervising students, and address additional issues/questions as they arise.
- Schedule sessions for all supervisors to provide guidance on managing students.
- Work with CEAS Finance to process late pay requests for students.
- Regularly audit CEAS Dean's Office student rosters to maintain updated records and ensure enforcement of I-9 requirements.
- Act as HR support for temporary employees in the CEAS Dean’s Office and manage hiring, onboarding, offboarding, and support for CEAS Dean’s office temporary employees.
- Educate hiring managers on temp employment processes.
Other Duties
- Undertake other duties and responsibilities as assigned.
- Stay apprised and current on relevant University and State of Colorado policies and procedures.
- Participate in professional development activities and serve on unit, college or campus committees as applicable.
- Recommend and implement process improvements to increase department efficiency.
- Document all processes and procedures making them accessible to team members.
What You Should Know
What We Can Offer
The starting salary range for this position is $50,000 - $62,500. Relocation assistance is available within department guidelines.
Benefits
Be Statements
What We Require
- Bachelor's degree or equivalent combination of education and experience related to a Bachelor's degree.
- Two or more years of experience in higher education- or human resources-related administrative procedures.
What You Will Need
- Demonstrated ability to effectively communicate verbally and in writing, informally and formally.
- Ability to handle multiple tasks at once, and balance interruptions.
- Solid attention to detail and accuracy.
- Critical thinking and problem solving skills.
- Proficient in Microsoft applications, including Word and Excel.
- Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work well with faculty and staff from around the world.
What We Would Like You to Have
- Two years of experience in human resources, faculty processes and procedures, and/or administrative support.
- Knowledge of employment related concepts (employee relations, EEO & Affirmative Action, organizational development, job evaluation, recruitment, etc.).
- Background working in higher education or public sector human resources management with progressive responsibilities, including working knowledge of university administrative and fiscal policies/procedures and campus/university organizational structures.
- Demonstrated editing skills to produce clear, complete, yet concise communications.
- Good problem-solving skills and ability to maintain strong working relationships with faculty and staff amidst changing circumstances.
- Ability to interpret complex University policies and procedures, and to take the initiative to evaluate existing processes and procedures, and when necessary, revise or develop new procedures in order to increase operational efficiencies.
Special Instructions
To apply, please submit the following materials:
- A current resume.
- A cover letter that briefly describes how your background and experience align with this position.
You may be asked for references at a later time.
Please apply by October 21, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu
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