Human Resources Coordinator - HR Department - EarthScope Consortium Inc.
Kristine Zentmeyer
Job Title: Human Resources Coordinator
Department: Human Resources
Reports to: Sr. HR & Admin Manager
Employment Status: Full-Time
FLSA Status: Non-Exempt
Remote Eligible: Yes, National, United States
Travel Requirements: Up to 10%
Salary: $52,700 - $65,800 (depending on experience)
Position Summary
The Human Resources Coordinator (Support Specialist) will work to ensure the day-to-day administrative functions within Human Resources are met. The Human Resources Coordinator (Support Specialist) will work as part of a team under the supervision of the Senior Human Resources &Administrative Manager. The ideal candidate will be a self-starter with strong interpersonal skills who can relate to all employees ranging from entry level to leaders.
Details of Responsibilities
General Essential Job Duties:
● Maintain all HR related electronic documents, which include but are not limited to personnel files, performance review documents, training participation, new hire/termination paperwork, benefits, policies/procedures, recruitment files, etc. Maintaining employee files to ensure accuracy, compliance, and confidentiality.
● Conduct audits on HR related electronic and paper documents, assist with archiving projects to ensure record retention policies are adhered to and files maintained in SharePoint.
● Prepare and route through DocuSign all employee personnel transactions. File electronic signature documents accordingly.
● Work with Senior Human Resources & Administrative Manager, hiring managers, and other EarthScope teams on new employee orientation and onboarding of employees, create personnel files, complete I-9 Employment Verification Form, verify I-9 documentation, and maintain I-9 files, schedule orientation meetings for all related activities. Evaluate the effectiveness of the program and make recommendations to improve the process.
● Assist with processing employment separations. Work with hiring managers, and other EarthScope teams to effectively offboard employees. Create exit documentation. Maintain historical human resource records in SharePoint, keeping past and current records. Apply record retention policy to ensure proper archiving and access to all files. Evaluate the effectiveness of the program, research changes to retention regulations and make recommendations to improve the process.
● Compose, distribute, and manage routine and complex written correspondence as required for the position or requested by the HR Team.
Position Description
● Coordinate with Payroll and the Benefits Administrator, to ensure new-hires, terminations, or personnel changes are completed before payroll processing. Run Census reports from PEO to ensure all changes are properly reflected in the payroll system after each payroll run. Report discrepancies to Sr. HR & Admin Manager.
● Prepare Total Compensation reports annually for all employees and disseminate accordingly.
● Coordinate the performance review process during mid-year checking and annual reviews. Work with the Sr. HR & Administrative Manager to send performance review documents to employees and supervisors. Schedule training sessions, review forms, track progress, file completed documents and follow up with supervisors on missing documents.
● Supplement the HR Team as a representative in various interview steps. Post internal position announcements, schedule hiring committee meetings, complete verification of candidate information, verify references.
● Run annual motor vehicle checks for all employees required to drive EarthScope vehicles. After Sr. HR & Administrative Manager review, update Purchasing Agent/Safety Coordinator on results which affect an employee’s ability to drive.
● Prepare and submit purchase requisitions for Human Resources. Ensure proper accounting and purchasing guidelines are followed.
● Perform research on HR-related issues
● Maintain and update human resources documents such as employee handbooks, directories, and/or human resources’ policies as needed and/or requested. Coordinate with the Administrative Team to ensure all HR policies and documents are uploaded to Confluence.
● Update and maintain human resources’ forms, document assigned workflow and work procedures and conduct appropriate audits to ensure data integrity and operational efficiency.
● Attend meetings (retirement, benefits, safety, etc.) and prepare meeting minutes and action items as requested or assigned. Prepare and maintain standard and ad hoc records, meeting minutes, reports, and queries.
● Maintain employee and management confidence and protect organization operations by keeping information confidential, cautioning others regarding potential breaches.
● Recommend new approaches, policies, and procedures to effect continual improvements in efficiency of Human Resources and services performed in area of expertise.
● Other duties may be assigned as necessary for the successful operation of the business.
Leadership and Supervisory Responsibilities:
● This position does not have supervisory responsibility.
● Interacts effectively and efficiently with EarthScope staff, community and partnering organizations.
● Foster a professional culture through the use of strong interpersonal skills, verbal and written communications.
● Communicate clearly and effectively with other team members to ensure tasks are completed on time and with best practices.
Qualifications
Minimum Education & Experience Requirements:
● High school diploma, GED or equivalent. A minimum of six (6) years of administrative experience with responsibility for coordinating meetings and general office management
OR
● Associate's Degree in human resources, business or related field, and at least four (4) years of administrative support experience with responsibility for coordinating meetings and general office management
AND
● Must have intermediate knowledge of MS Office (Word, Excel and PowerPoint), Google Suite(Mail, Docs)
● Able to obtain an a PHR certification within 1 year.
Required soft skills
● Highest degree of discretion and confidentiality
● Exceptional time management and organizational skills with the ability to independently prioritize department needs.
● Outgoing professional with an exceptional knack for administration and organization
● Ability to establish and maintain effective working relationships at all levels
● Strong attention to detail and the ability to handle multiple tasks in a constantly changing environment
Preferred Skills:
● Bachelor’s Degree in business, human resources, or related field, and three (3) years of administrative experience with responsibility for coordinating meetings and general office management
● Experience directly supporting HR, or professional office team
● Practiced familiarity with federal, state, and local employment regulations.
● Experience with PEOs or HRIS programs such as ADP, Paychex, etc.
● a PHR certification
Knowledge, Skills, & Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability for the position:
● General knowledge of federal and state regulations concerning employment.
● Excellent verbal and written communication skills; effectively converse with all levels of the company, customers, business associates.
● Excellent time management skills with a proven ability to meet deadlines.
● Ability to work in a fast-paced environment.
● Strong attention to detail to ensure accuracy and data integrity.
● A keen eye and sense for operational effectiveness.
● Familiarity and ability to work with Applicant Tracking Software.
● Working knowledge of human resource principles, practices, and procedures.
● Ability to handle data and maintain confidential information.
● Knowledge of and ability to use various web-based applications for procurement, travel, expense processing, information technology, etc.
● Ability to apply critical thinking skills to analyze, troubleshoot and proactively resolve issues.
● Sound judgment and strong decision-making capability in area of expertise.
Position Description
● Ability to apply knowledge to a broad range of issues.
● Ability to adapt to changing expectations and multi-task comfortably.
● Ability to take initiative and work independently with minimal supervision.
● Professional integrity and accountability.
Other Requirements:
● Appropriate availability consistent with EarthScope established practices and norms; hours may exceed 40 hours per week, particularly when traveling.
Environment
Physical Setting and Requirements:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
● Occasionally required to stand
● Occasionally required to walk
● Frequently required to sit
● Frequently required to utilize hand and finger dexterity
● Occasionally required to climb, balance, bend, stoop, kneel or crawl
● Frequently required to talk or hear
● While performing the duties of this job, the noise level in the work environment is usually quiet
● The employee must occasionally lift and/or move up to 10 pounds
● Specific vision abilities required by this job include: Close vision; Color vision and ability to adjust focus
About EarthScope Consortium, Inc.:
The EarthScope Consortium is funded primarily by the National Science Foundation, and the Consortium facilities are operated in cooperation with member universities, federal agencies, and many international partners. As representatives of the academic world, and stewards of taxpayer dollars, it is important that all of us take these responsibilities seriously and represent the Consortium with the highest of professional and ethical conduct. In turn, know the Consortium places a high value on you, as employees, and that we work diligently to protect your interests and provide competitive and appealing benefits to you and your families.
EarthScope Consortium’s vision and mission provide a governing framework for decision making by the Consortium leadership.
Our Vision: An engaged society, resilient to geohazards, informed by geophysical discovery and global collaboration.
Our Mission: The EarthScope Consortium is a university consortium dedicated to transforming global geophysical research and education.
Our Core Organizational Values: The Consortium’s core values are built upon a foundation of scientific and professional integrity. In order to accomplish our mission of research and education, as a community and science support organization, we value:
● Advancement of community science goals and their relevance to society,
● Excellence, innovation, and cooperation in science, technology, education, and service,
● Open access to data products and scientific exchange,
● Data preservation and stewardship for future science and society,
● Transparent community governance,
● Cultivation of diverse scientific, educational, and social perspectives,
● Efficient and effective use of resources, and
● Strong service ethic and a “can do” attitude.
To Apply: Applicants may apply by going to the EarthScope Consortium, Inc. Career Center: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=1ced9ffc-a792-4233-bf3f-abcac9a25e27&
Applicants MUST be authorized to work permanently in the United States.
EarthScope Consortium Inc. is unable to provide sponsorship for work authorization within the United States.
EarthScope Consortium Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Reasonable accommodations may be requested to enable individuals with disabilities to perform the essential functions.
Recruiter | Generalist II
EarthScope Consortium Inc.