HR Assistant / HR Coordinator

Human Resources Assistant

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Human Resources (HR) experience. Demonstrated proficiency with computer software such as Microsoft Office and/or Google applications.

Preferred Qualifications:
Preferred Qualifications: Advanced degree. Two (2) years of full-time Human Resources (HR) experience. Recruiting/Talent Acquisition experience. Experience working with an applicant tracking system. Experience working with a Human Resources Information System (HRIS).

Brief Description of Duties:
The HR Assistant will assist with the coordination of all HR functions for the division, displaying utmost confidentiality. This will include recruitment, hiring and retention, time and attendance functions, and employee relations. The HR Assistant must have the ability to work independently and manage multiple priorities in a fast-paced, deadline-driven environment. Excellent organizational, analytical, written and verbal communication skills will be necessary for success.

Talent Acquisition Coordination:

• Assist with departmental recruiting.

• Create, modify, and work with hiring managers to develop/update position descriptions. Create requisitions within the Talent Management System (TMS) for job postings.

• Draft and review job-related documents, including org charts, interview questions, etc. to ensure documents are uploaded appropriately to the Talent Management System.

• Review applicant pools and forward resumes and candidate applications to search committees, schedule interviews, book meeting/interview locations, and perform reference checks.

• Process hiring requests and create new hire packets.

HR Administration:

• Responsible for a variety of confidential assignments including processing change requests; appointments, terminations, salary information, personnel and payroll transactions, etc.

• Track department work-related accidents: Review and process incident reports, create, modify, and update database.

• Assist with ensuring lines are budgeted appropriately and information is clearly recorded.

• Update organizational charts for the department.

• Maintain HR Master List to adequately reflect department changes and information.

• Ensure HR information and reports are accurate and up-to-date.

Report Management:

• Assist with tracking transactions. Compile and send out reports on the status of personnel and payroll matters.

• Assist with maintaining HR database for departmental policies & procedures.

• Maintain probation report, send out and process probation forms as needed.

Record and File Management:

• Maintain department personnel related files and records to include time-sheets, performance programs, evaluations, training records, labor relations issues, worker’s compensation, leaves of absence, and other related employee information.

• Onboard and offboard employees.

• Maintain HR requisition files for all job-related documents.

• Update, track and distribute performance evaluations and programs to ensure department’s compliance.

Training & Career Development Coordination:

• Coordinate and organize safety and other training to ensure compliance.

• Schedule training, create sign-in sheets and handle meeting logistics.

• Track and follow-up with Managers regarding training course attendance.

• Maintain log of training progress and attendance.

• Assist with internal training sessions for new Managers and Supervisors.

Timesheet Administration:

• Maintain and update time-sheet database.

• Assist with timesheets: printing, sorting, distribution, collection and review.

Additional Duties and Responsibilities as Assigned:

• Other duties as assigned as appropriate to rank and departmental mission.

Human Resources Coordinator

Required Qualifications: (as evidenced by an attached resume)
Bachelor’s Degree. Three [3] years of full-time experience working in Human Resources. Demonstrated proficiency with computer software such as Microsoft Office and/or Google applications.

Preferred Qualifications:
Advanced degree. Additional years of full-time experience working in Human Resources. Experience working with an applicant tracking system. Recruiting/Talent Acquisition experience. Family Medical Leave experience. Experience with employee relations/discipline. Experience working with an Applicant Tracking System (ATS). Experience working with an HRIS. Microsoft Visio experience.

Brief Descriptions of Duties:
This position will manage the HR administrative functions for the division. The duties require a variety of HR-related functions including budget activity as it relates to Human Resources. Attention to detail related to budgeted accounts, changes, and activity per employee is important. The HR Coordinator should possess organizational skills. This individual should make decisions with a focus on providing excellent service skills to fulfill department’s needs and have knowledge of HR best practices and employment laws. The HR Coordinator is expected to write documentation, be analytical, and work with diverse groups.

Staff Coordination:
Manage, develop, and implement all administrative functions. Work with the division on developing staffing plans for each area. Establish and maintain strong relationships with stakeholders.

Policies & Procedures/Performance management:
Oversee that both HR files and databases are being maintained. Make recommendations to the division on new policies and procedures. Manage and administer the Time and Attendance function; ensure all staff follows Time and Attendance policies and procedures. Manage, develop, and implement the internal auditing system for time & attendance infractions. Develop, administer, and update all job descriptions. Manage, monitor, and track professional appointments for operative dates and work with managers to complete permanent appointment packets.

Training & Development:
Inform staff on HR policies. Develop and facilitate new training for the department. Oversee and track all employee related issues for the department.

Hiring:
Create requisitions within the Talent Management System, reviews resumes and/or applications and interviews candidates when needed. Schedule interviews and assist with the recruitment process.

Performance Management Coordination:
Assist supervisors/managers with the performance management process. Review, guide and assist with submitting documentation to Central HR for recommending employment terminations or probationary terminations. Collaborate with Labor Relations and Human Resources regarding the best course of action regarding employee relations issues.

Reports:
Develop and maintain all department organizational charts, master employee lists, vacant line reports, training, workers compensation, and FMLA reports. Assist with developing, administering, and analyzing departmental history and projections. Develop reports and work on special projects.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

HR Assistant: $53,000 - $68,000

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

HR Coordinator: $67,000 - $87,000

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

SUNY implemented a hybrid telecommuting pilot program. This position has been approved to participate in the pilot, which allows for up to 5 remote days per pay period.

For this position, we are unable to sponsor candidates for work visas.

This position will remain posted until filled or for a maximum of 30 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration, applications must be received before the initial review date. If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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