24-077.B - HR Specialist

Essential Job Responsibilities:

Department Lead for HR Coordinators, Co-Ops and Interns

• Partners with hiring managers to open and complete job requisition forms and update job descriptions, as well as posting jobs on internal and external platforms.
• Reviews resumes, schedules both in-person and virtual interviews, and coordinates recruitment activities with external recruiters.
• Prepare offer letters and route them for approval, ensuring all necessary steps are completed for the recruitment process.

• Initiates the pre-employment process, including background checks, employment verifications, and drug screening for potential new hires.
• Coordination with the Occupational Health Nurse to schedule random drug and alcohol testing and fitness-for-duty assessments.
• Prepares new hire packets, schedules orientations, and sends out first-day instructions for new employees.
• Collects new hire paperwork, including I-9s, and ensure documents are scanned and saved in the HR system.
• Contractor onboarding duties
• Generates communications for new hires, promotions, and transfers

• Sends termination notifications and scheduling exit interviews and surveys.

• Serves as a project manager for department activities, ensuring the completion of tasks according to the HR calendar.
• Administration of the Top Workplaces survey, talent reviews, salary administration, and open enrollment processes
• Manages the performance review process, annual compliance reporting, and employer branding efforts.
• Organizes the company's annual calendar, quarterly newsletter, service awards, and philanthropic events.
• Manages the corporate intern program, which includes recruitment, onboarding, and debrief sessions for undergraduate and MBA interns.
• Maintains the intern calendar and coordinating activities while also fostering partnerships with university career centers and clubs.
• Coordinates career fairs, networking events, and on/off-campus recruitment activities is a key part of the role.
• Responsible for creating and maintaining personnel files in compliance with company policies and government regulations.
• Assists in preparing the Annual Affirmative Action Report and generate management reports as needed.
• Coordinates company training programs, handling logistics, and updating completion records in the Learning Management System.
• Prepares employee profiles for performance reviews and creating communication slides for executive presentations are other duties assigned to this position.

Data Maintenance and Reporting

• Creates and maintains personnel files in compliance with company policies and government regulations.
• Updates company organizational charts
• Assists in the preparation of Annual Affirmative Action Report
• Creates management reporting as needed
• Runs ad-hoc department reports as required from WorkDay or other company software

Training & Development

• Coordinates annual and ad-hoc company training programs
• Handle training logistics (flight, hotel accommodation, transfers, meals, etc)
• Updates and tracks training completion in Learning Management System (LMS)
• Prepares and updates employee profiles in preparation for Performance Reviews
• Creation of company communication slides for Townhall and other Executive Presentations

Other Job Responsibilities:

• Adheres to the company’s values – integrity, ownership, urgency, alignment and innovation.
• Supports company vision and mission.
• Adheres to established work schedule, attendance standards and is punctual to work and meetings.
• Other duties as assigned by management.

Qualifications:

• Minimum of five (5) years of experience in HR with increasing levels of administrative support.
• Ability to establish and maintain effective working relationships with employees, supervisors, and other departments.
• Ability to complete multiple, diverse tasks of differing priorities without close supervision.
• Must be a self-starter with ability to think ahead and accurately anticipate next projects, and issues with ability to provide suggested solutions.
• Excellent written and verbal communication skills.
• Outstanding administrative and organizational skills with ability to balance rapidly shifting priorities.
• Proficiency in the use and application of the following software:

• Highly Preferred: Experience with Workday
• Requires occasional travel (up to 15%) to field facilities and other offices.

Education Requirements:

• College Degree from an accredited four-year university required OR 10 years experience in Human Resources with increasing levels of responsibility and project complexity