HR Assistant / HR Coordinator

Job Description - HR Assistant / HR Coordinator (2403474)

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:
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:

1. Assist with departmental recruiting.
2. Create, modify, and work with hiring managers to develop/update position descriptions. Create requisitions within the Talent Management System (TMS) for job postings.
3. Draft and review job-related documents, including org charts, interview questions, etc. to ensure documents are uploaded appropriately to the Talent Management System.
4. Review applicant pools and forward resumes and candidate applications to search committees, schedule interviews, book meeting/interview locations, and perform reference checks.
5. Process hiring requests and create new hire packets.

HR Administration:

1. Responsible for a variety of confidential assignments including processing change requests; appointments, terminations, salary information, personnel and payroll transactions, etc.
2. Track department work-related accidents: Review and process incident reports, create, modify, and update database.
3. Assist with ensuring lines are budgeted appropriately and information is clearly recorded.
4. Update organizational charts for the department.
5. Maintain HR Master List to adequately reflect department changes and information.
6. Ensure HR information and reports are accurate and up-to-date.

Report Management:

1. Assist with tracking transactions. Compile and send out reports on the status of personnel and payroll matters.
2. Assist with maintaining HR database for departmental policies & procedures.
3. Maintain probation report, send out and process probation forms as needed.

Record and File Management:

1. 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.
2. Onboard and offboard employees.
3. Maintain HR requisition files for all job-related documents.
4. Update, track and distribute performance evaluations and programs to ensure department’s compliance.
5. Coordinate and organize safety and other training to ensure compliance.
6. Schedule training, create sign-in sheets and handle meeting logistics.
7. Track and follow-up with Managers regarding training course attendance.
8. Maintain log of training progress and attendance.
9. Assist with internal training sessions for new Managers and Supervisors.

Timesheet Administration:

1. Maintain and update time-sheet database.
2. Assist with timesheets: printing, sorting, distribution, collection and review.

Additional Duties and Responsibilities as Assigned:

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

Salary: $53,000 - $68,000

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

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.

Special Notes:

HR Assistant: This position has been approved to participate in the hybrid telecommuting pilot program, allowing for up to 5 remote days per pay period.

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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Job Number:

2403474

Official Job Title: Staff Assistant

Job Field:

Administrative & Professional (non-Clinical)

Primary Location:

Department/Hiring Area: Finance and Administration