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HR Coordinator


Apply now Job no: 508556
Position Type: Staff
Location: Boston Main Campus
Categories: College of Professional Studies

About Northeastern:

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern’s comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.

About the Opportunity:

This position is the primary role responsible for overseeing all aspects of part-time, full-time, and half-time faculty human resources activities related to faculty, contract, temporary and other populations. The HR Coordinator executes HR transactions, analyzes, and responds to issues requiring knowledge of full employment cycle, staffing, policies, and procedures, including but not limited to payroll, performance and contract management as well as HR best practices, auditing data and faculty workload management with the Associate Deans. This position provides critical administrative and operational support to the CPS HR team. This is a hands-on position that requires consistent coordination with Human Resource Management (HRM), academic leadership, administrators, faculty hiring managers, CPS IT and Finance. The HR Coordinator participates on team projects and performs special projects as assigned. As a member of the CPS HR team, the incumbent provides excellent customer service, responding to initial employee inquiries and escalating where appropriate.
Additionally, this position creates various reports and completes audits to monitor all transactions and assures accuracy in reporting for all areas relying on faculty HR data, and promptly resolves any issues related to transactions or data. The incumbent participates and/or leads projects related to the HRM/Salesforce system and leads user acceptance testing.
The incumbent will collaborate with the CPS HR team as well as academic and administrative unit representatives to assess project benefit and impact, and partner with other systems teams to provide recommendations and to propose solutions. He/she will participate and/or lead the projects including user testing, training and documentation and ensuring alignment with college needs.
This position reports into the Assistant Dean, Employee Experience & Administration, and will work in close collaboration with the peer HR Coordinator and Manager, Employee Experience & Administration.

Key responsibilities include:
• Processing a high volume of hires from position creation/modification in the applicant tracking system through onboarding.
• Managing the annual performance evaluation, faculty promotion, and faculty reappointment processes.
• Serving as the primary time tracking and I-9 administrator for the College.
• Processing semimonthly part-time faculty payroll.
• Completing personnel transactions including job description updates, position reclassifications, reporting structure updates, work schedule changes, and terminations.
• Creating and updating process documentation for new and existing processes and procedures.
• Maintaining HR resources and personnel files in SharePoint.
• Generating routine and ad hoc reports to audit employee data and support unit operations.

Responsibilities:

60% Human Resources Activities

• Manage the administration of HR processes, including hiring, onboarding, position management, performance and promotion management, and exits/termination.

• Utilize applicant tracking system for position management, requisitions, and hiring.

• Responsible for hiring process, including generating offer materials, compiling offer packets, verifying credentials, managing local personnel files, and registering new employees for new hire orientation.

• Act as administrator for I-9 processing, completing Form I-9 for new hires, verifying I-9 documentation, and maintaining I-9 files. Ensure timeliness of form I-9 completion.

• Closely monitor J-1 and H1-B deadlines and requests for documentation and work closely with OGS and OGC to resolve potential issues as needed.

• Complete personnel transactions, HR Action Forms, Extra Compensation Forms, Student Part-Time faculty and Termination Forms.

• Coordinate faculty performance review process, including but not limited to communication, reminders, training, tracking, and creating and maintaining tools and resources on HR Toolkit.

• In collaboration with Finance, HR and college leadership, coordinates the merit process for full time and half-time faculty, including, merit letters, stipends and contracts.

• Working with Academic Deans, handles full-time faculty appointments, renewal and promotion letters. Oversees the tracking and management of faculty workload documentation and the submission of appropriate extra compensation requests.

• Ensures timely processing and delivery of effective communication.

• Issues reports to the respective academic area to confirm pool appointment continuance based on lack of actual course assignment history.

• Provides consultative guidance on part-time faculty hiring practices, ensuring via periodic check ins that hiring policies and practices are aligned with best practices

• Serve as a time tracking administrator, responding to employee inquiries, updating balances, running reports, ensuring approvals are processed in a timely manner, and resolving issues with HRIS as needed.

• Process personnel updates, including reporting changes, changes to schedule, and job information changes.

• Work closely with managers and the CPS HR team to ensure an effective onboarding process for transfers and new hires; coach managers on best practices; be the first point of contact for new hire inquiries; conduct 30-day check-ins and administer 90-day onboarding survey; ensure staff probationary period reviews are submitted and filed.

• Troubleshoot and resolve processing/transactional issues.

• Conduct exit interviews and report/analyze exit interview feedback.

• Provide support to the HR Coordinator by acting as proxy in the EPAF process for part time faculty and extra compensation process for full-time and half-time faculty  


15% Process Improvement and Development

• Identify gap areas, provide recommendations, and after consulting with the HR team, implement changes.

• Create process documentation for routine transactions and assist in establishing and improving HR procedures and processing.

• Coordinate and design trainings: develop training content, manage invite lists, schedule/room reservations, administer feedback surveys.

• Maintain and update divisional materials and tools, including HR Toolkit SharePoint site.

• Complete special projects as assigned.  


15% Part-time Faculty Payroll Processing

• Work closely with the Academic Program Managers, technology services, central HR, and HR Operations Manager to coordinate the processing of the semimonthly payroll for part-time faculty.

• Input and account for exceptions to the systems such as payments for directed studies, non-credit, and all other manual inputs.

• Reconcile all budget payroll reports and track and resolve any discrepancies that might arise

• Provide payroll information for periodic audit and creating the annual calendar for part time faculty payroll deadlines/deliverables. 


10% Record Maintenance and Reporting

• Issues reports to the respective academic area to confirm pool appointment continuance based on lack of actual course assignment history.

• Provide reports and gather data on a routine and ad hoc basis; analyze and share data with HR team.

• Audit faculty data entry, running queries for accuracy, and update human resource information system records.

• Responsible for running queries from all relevant data systems, ensuring accuracy and relevance of data retrieved, and ensuring this data is accessible in a timely manner.

• Maintain employee personnel filing system, filing all paperwork in an accurate and timely manner; set up new hire personnel files.

Qualifications:

• 2-3 years of professional human resources experience required.
• Experience in Higher Education with faculty expertise preferred.
• Ability to handle a high level of sensitive and confidential employee information, always maintaining confidentiality and exercising discretion.
• Excellent written and verbal communication skills.
• Strong proofreading, attention to detail, and follow through skills are essential.
• Strong organizational and time management skills, with the ability to manage multiple priorities
• Demonstrated accuracy, thoroughness, and quality of work.
• Must demonstrate a proven ability to effectively work with competing priorities and a diverse set of customers/clients, with a strong team-orientation and flexible approach to work.
• Advanced MS Office proficiency, including spreadsheet, database, presentation and research skills.
• Solution focused, creative and outside of the box ability. Provides recommendations, solutions and identifies areas for improvement.


Preferred Qualifications:

 

Salary Grade:

9

Additional Information:

 

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff.  Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. 

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other  characteristic protected by applicable law.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.

Advertised: Eastern Standard Time
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