Human Resources Office Coordinator - Human Resources and Diversity - INTERNAL ONLY - 14821

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INTRODUCTION:

The office of Human Resources and Diversity at UW-Whitewater seeks a Human Resources Office Coordinator.

This position is responsible for a wide range of office coordination and support functions for the Human Resources & Diversity Office (HR&D), and includes providing work instruction to students. This position provides assistance to the HR&D staff and is responsible for information that comes into and out of the HR&D office. This position has access to highly sensitive, confidential information, records and is required to maintain strict confidentiality in the handling of information, records, and other documents.
The individual in this position must demonstrate exceptional customer service by establishing and maintaining effective professional relationships with managers, supervisor, coworkers, and all customers. They also will maintain confidentiality of sensitive information with tact and discretion as well as use effective team skills to contribute to the efficient operation of the work unit. Finally, they will be asked to present ideas, carry out assignments, and provide information as required.

JOB DUTIES:

A. Plan, Provide, and Coordinate Administrative Assistance to the HR&D office

1. Staff the Human Resources Office's main incoming phone line and assist visitors.
2. Assist in the preparation of sensitive and confidential correspondence, reports and memorandums.
3. Respond to routine questions from applicants, employees and prospective students regarding current employment opportunities, application procedures and deadlines, and human resources policies and procedures.
4. Maintain office supplies/ordering
5. Coordinate incoming and outgoing mail processes for the HR&D.

B. Manage the Criminal Background check processes for all new hires pursuant to the UW System Board of Regent’s Criminal Background check policies.

1. Obtain Criminal Background check results and notify department when applicant is cleared for hire.
2. In a timely matter notify Asst. Director of any adverse results for further review as well as notification to department.
3. Ensure that proper department funding numbers are obtained for background check billing.

C. Management and maintenance of employment related records.

• Coordinate Image Now Process.
• Maintain I-9 forms, personnel files, and other records in accordance with federal law and state and campus record retention policies.
• Dispose of records appropriately in accordance with Record Retention policies.
• Scan and link documents; forward to appropriate queue.
• Provide imaging training and assign imaging duties to students.
• Provide guidance and training to other departments and campuses on the imaging process and equipment.
• Coordinate all hiring paperwork and follow up on missing materials or information.

D. Assist Benefit’s Coordinator

• Assist with Benefit’s Application process, enter Benefit’s applications into HRS System as needed, assist with coordination of Benefit’s orientation and benefit’s open enrollment activities and events, and coordinate assembling of benefit packets and welcome folders as needed.

E. Miscellaneous duties.

1. Coordinate the recruitment of student workers and coordinate the workload of student workers. Provide work instruction and oversee tasks for accuracy. Take the lead in establishing administrative support procedures and workflow within the office.
2. Lead and direct student employees on procedures, deadlines and standards for completing projects.
3. Provide assistance to the HR Manager and HR Director as needed.
4. Participate in HR&D campus committees and training programs.
5. Recommend changes to office systems, procedures, applications and forms.
6. Provide back up to other Human Resources staff as needed.
7. Complete other projects as assigned.

QUALIFICATIONS:

Minimum Qualifications:

• High School diploma
• 2 years working in an office setting

Knowledge, Skills and Abilities:

• Maintain professional courteous service and quick response to walk in employees as well as phone contacts.
• Ability to use discretion and judgment to handle sensitive and confidential matters
• Excellent customer service skills, including the ability to determine a customer's specific needs and provide accurate information which fully and thoroughly meets those needs
• Knowledge of human resources policies and procedures relating to recruitment and hiring and equal opportunity laws, rules and procedures
• Knowledge of organizational and time management techniques and the ability to handle a variety of tasks with numerous interruptions and strict deadlines
• Knowledge of Federal law regarding the I-9 identity verification process
• Knowledge of the Internet and its uses
• Knowledge of office management practices and procedures
• Knowledge of office equipment use, including printers, and copiers
• Excellent skill in computer software including Word, Excel and Access
• Ability to communicate effectively, both orally and in writing
• Ability to plan, establish priorities and organize varied and complex work
• Ability to maintain an organized and efficient work area
• Ability to provide work instructions and training
• Ability to prioritize and complete projects within timelines
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by November 4, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position please contact:

Allyson Nysted
Human Resources
262 472-1024
nystedAB27@uww.edu

HOW TO APPLY

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Cover letter addressing your qualifications for the position
• Three letters of reference with contact information

This Job ID is 14821

 

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