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Employment Services Coordinator, Department of Human Resources

Apply now Job Number: 1132
Position Status: Full-time regular
Location: San Diego
Position Type: Human Resources, Administrator

Position Title & Department:

Employment Services Coordinator, Department of Human Resources
Posting #

1132

Department Description:

The role of Human Resources is to attract, retain and support a quality workforce so that collectively we can provide an exceptional educational experience for our students.  

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Reporting to the Employment Services Manager, the Employment Services Coordinator acts as a consultant to hiring managers and search committees on the University’s policies, practices, and processes related to the recruitment process. Screens and refers qualified candidates for staff and administrative positions. Coordinates and produces recruitment advertisements, job postings, and prepares related correspondence. Assists applicants with the application process and status updates as needed. Administers the offer process to include managing the background check, education verification, and onboarding processes. Works with manager to improve processes and implement innovative recruitment/employment systems. Serve as the functional lead for electronic recruiting system. Manages the employment visa and permanent residency petitions, as needed, for university employees. Manages data collection for EEO and department metrics. Reviews incoming employment paperwork and follows up with supervisors as required to ensure accuracy and completeness. Designs, coordinates and delivers related training for hiring managers. Provides leadership and oversight over the front desk and the Employment Services Assistant.  This position receives general guidance and direction from the Employment Services Manager.  This position exercises oversight and provides work direction to the Employment Services Assistant and the Customer Service Assistant, as well as provides work direction to student workers and interns.

Duties & Responsibilities:

Recruitment:

  • Acts as a consultant to departments throughout the recruitment process for staff and administrative positions. Suggests recruitment sources suited for the position being posted, writes and posts job openings and coordinates the placement of recruitment ads. Oversees and maintains paper and electronic recruitment records and files. Maintains advertisement log and processes invoice payment request. Supervises screening and processing of applications for staff and administrative positions. Reviews applicant pool for minimum qualifications, participates in the interview process, assists with candidate selection and salary determination, as requested by a hiring manager. Reviews hiring requests for compliance; extends offers. Follows up with departments weekly or as needed to ensure recruitment needs and hiring policies and practices are being met, providing excellent customer service.
  • Coordinates strategic recruiting and sourcing efforts; to include sourcing potential candidates from online channels, creating recruiting communication to attract passive candidates, and connecting potential candidates to hiring managers based on area needs.
  • Acts as the functional lead for electronic recruiting system. Configures, maintains and tests system, working with the HRIS team and/or third party software company when necessary. Oversees electronic onboarding and integration process. Continuously manage system process improvements and roll out additional unutilized features. Trains and supports hiring managers and applicants with online application system usage. Creates and generates system reports as needed.
  • Supervises production of applicant correspondence as needed, including monitoring appropriate submittal of online applications in electronic recruiting system, acknowledging receipt of application materials and sending automated notifications and offer letters to applicants.
    Coordinates, updates and maintains the employment web site, working with the manager as needed on content creation.
  • Oversees and assists the HR Assistant with managing the temporary pool, updating the bulletin job board, the HR and Jobs email inboxes and recruitment file maintenance.
  • Maintains recruitment statistics and generates monthly and quarterly statistical reports.

Employment and Front Desk:

  • Reviews, processes and assists, as needed, with all incoming employment paperwork for staff, administrators, faculty and student employees. Contacts supervisors and new hires as needed to track down missing paperwork and resolves questions regarding employee pay, status, assignment, and other required information. Uses judgment and knowledge of USD policies and procedures to resolve issues. Controls position and department (organization) information in HRIS, making changes as needed or requested.
  • Oversees the front desk operations. Coordinates/ensures coverage for Customer Service Assistant for breaks/absences/vacations/busy times, scheduling appropriate assigned HR staff.
  • Responds to questions from Transactions and Records Processors about paperwork, ensuring accuracy and timely entry of all data into HRIS.
  • Serves as back up support for Transactions Processors during peak times or when people are out of the office to hire new employees or make necessary changes to employment records.
  • Advises supervisors and employees on USD policies pertaining to employment, background checks, and I-9’s.

Compliance:

  • In collaboration with the Employment Services Manager, manages employment visas and permanent residency petition processes as needed. Collaborates with hiring departments/units regarding new international faculty and staff visa processes. Serves as the primary information resource and liaison between the University and their designated immigration law firm. Maintains records and files.
  • Verifies I-9 documents, provides training on I-9 completion process, and maintains compliance audits. Follows up as needed with departments on compliance issues.
  • Coordinates the background check screening process, including requesting screenings, reviewing results, determining outcomes, communicating with departments and new hires, recommending process improvements, training employees, coordinating with vendor, producing reports, and working with hiring departments to resolve issues. Coordinate and maintain file archive, metrics, and invoicing.
  • Coordinates required employment reporting.

Training:

  • Assesses, designs, coordinates, and delivers training on relevant Employment topics to support hiring managers in understanding USD procedures and legal requirements. This may include researching and making recommendations for the selection and coordination of external training sources, as well as the direct responsibility for designing and personally conducting in-house training and development programs. Conducts electronic recruitment system training sessions for hiring managers.
  • Responds to requests for “customized” training or presentation. Researches and identifies “best practice” in response to request, and facilitates the design, implementation, delivery and evaluation of efforts. Develops and implements an effective “train the trainer” program in applicable areas where training lends itself to decentralization.

Administration:

  • Trains, mentors, and provides work direction to Human Resources Assistant and Customer Service Assistant.
  • Assists with the evaluation, development and implementation of innovative recruitment/employment systems, including online recruitment systems, background check systems, and other technology based business solutions.
  • Assists as requested with the development and production of various recruitment and employment related reports.
  • Assists in the preparation of the strategic plan for employment and training initiatives. Provides effective management of resources.
  • Other duties as assigned.
Job Requirements:

Minimum Qualifications:

  • Requires Bachelor’s degree or equivalent experience (at the rate of two years of college is equal to one year of experience).
  • Requires three years of professional level Human Resources experience, at least one of which is in recruitment/employment.
  • Some experience with automated Human Resources Information Systems (HRIS) required.
  • Computer literacy (Windows, MS Office Suite) required.

Preferred Qualifications:

  • Prefer experience as recruiter for professional level recruitments.
  • Some experience with employment-based visas preferred.
  • Supervisory experience preferred.
  • Bilingual in Spanish preferred. 
  • HR Certificate preferred.

Performance Expectations: Knowledge, Skills & Abilities:

Knowledge:

  • Working knowledge of current regulations regarding employment practices
  • Some knowledge of effective recruiting and interviewing techniques and best practices
  • Computer literacy (Windows, word processing software and computer spreadsheets),
    Microsoft Office Suite required
  • Some knowledge of data recordkeeping in an HRIS

Skills:

  • Demonstrated recruitment and interviewing skills
  • Independent judgment and decision-making skills
  • Excellent written and verbal communication skills
  • Strong administrative and multi-tasking skills
  • Strong customer service and relationship-building skills
  • Strong leadership and delegation skills
  • Strong problem solving skills
  • Demonstrated public speaking skills

Abilities:

  • Ability to work independently to prioritize, multi-task, and meet multiple simultaneous
    process and project deadlines
  • Ability to work consultatively with hiring managers, supervisors and department
    administrators.
  • Ability to work with upset customers and potentially volatile situations in an effective,
    professional and positive manner
  • Ability to effectively communicate and recommend policies and procedures as guides
    when answering employment questions.
  • Safeguards confidentiality by exercising discretion in communicating information and
    handling records, files and all confidential materials
  • Ability to develop, produce and analyze ad hoc reports as needed

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
 
Click 'Apply Now' to complete our online application and, for full consideration, please upload a resume and cover letter to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact Leah Mikulsky, Employment Services Manager, at 619-260-2770 or leahmikulsky@sandiego.edu    
 
Additional Details:

Hours: 37.5 hours per week; Monday - Friday, 8:30 a.m. - 5:00 p.m. 

Closing date: Open Until Filled.  Preference will be given to candidates who apply by June 21, 2019.  

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.