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Posted : Tuesday, May 14, 2024 07:21 AM
Description
This position provides office support to the Office of Human Resources.
This position requires the incumbent to be involved on a daily basis with responsibility for handling changing priorities, needs, interruptions, and deadlines in a fast-paced environment, comprised of complex and confidential issues where deadlines and accuracy of data must be maintained.
Examples of Duties General Office Support 60% • Serve as primary front desk reception.
This includes but not limited to: o Greeting and aiding visitors in a friendly and courteous manner o Screening and referring calls and visitors in a respectful, welcoming manner o Providing information and/or explanations that require an understanding of the organization and of HR-related policies and procedures o Providing professional services at all times o Assisting with scheduling and calendars of various team members • Opens, sorts, and prioritizes incoming mail and general OHR email inbox maintaining confidentiality • Researches, compiles, and conducts analyses to support HR projects, as assigned.
• Performs entry, queries, maintenance and updates to databases.
• Maintains a central filing system for personnel files materials which includes scanning and organizing files for record retention and efficient retrieval.
• Primarily responsible for processing /tracking pre-employment screenings.
• Assists with onboarding and processing new employees including temporary workers and volunteers.
This includes but not limited to: o Creating new files and records electronically o Assist with reserving conference rooms, ordering lunches and establishing Webex meetings for those new employees attending orientation off site o Assist with scheduling new hire appointments and schedules, preparing packets, assist new hires with onboarding paperwork, verifying l-9s, etc.
o Process the transfer of new employee information from the Applicant Tracking System to the Payroll system by using electronic methods o Prepare and disseminate spreadsheets of new hire information to designated individuals and groups o Track temporary employee's anticipated end dates and process separations o Collaborate with administrative support staff on office needs and take primary responsibility for ordering office supplies o Primarily responsible for providing information for employment verifications o Assist with the coordination of HR training sessions, namely Supervisor Skills for Success, by reserving conference rooms, preparing packets of information, ordering lunches and meeting room setup.
• Schedule meetings, draft correspondence, mail/distribute documents, return phone calls to disseminate information, etc.
as needed for Human Resources management.
• Other special projects and miscellaneous tasks and reports as requested by supervisor or other HR managers • Identify opportunities for efficiencies and process improvements for HR workflows • Maintain a current manual of job duties and procedures for the HR reception desk Benefits Support 40% • Assists the Benefits team with compilation and management of confidential employee records by ensuring all paperwork is properly entered into and maintained within the current digital records system • Collaborates with and processes onboarding benefits information, such as email notifications of systems access, reminders of benefit enrollment dates, confirming enrollment data, and providing accurate contact information of external benefit plan administrators • Processes offboarding and separation of employment processes, including, but not limited to: organizational notice of upcoming employee exits, termination of employee participation in the State Universities Retirement System (SURS), and sharing relevant benefit separation information to departing employees • Performs time-sensitive day-to-day clerical tasks such as manual data entry, scanning and filing, copying and faxing, and organizing communication on behalf of the Benefits team, as requested Qualifications 1.
High school diploma or equivalent.
2.
Any one or combination totaling two (2) years (24 months) from the categories below: College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months) Work experience performing office/clerical activities, including the use of computer systems.
3.
One (1) year (12 months) of work experience comparable to the second level of this series.
Supplemental Information If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.
edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at https://www.
siumed.
edu/police-security.
This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL.
This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act.
" Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
This position requires the incumbent to be involved on a daily basis with responsibility for handling changing priorities, needs, interruptions, and deadlines in a fast-paced environment, comprised of complex and confidential issues where deadlines and accuracy of data must be maintained.
Examples of Duties General Office Support 60% • Serve as primary front desk reception.
This includes but not limited to: o Greeting and aiding visitors in a friendly and courteous manner o Screening and referring calls and visitors in a respectful, welcoming manner o Providing information and/or explanations that require an understanding of the organization and of HR-related policies and procedures o Providing professional services at all times o Assisting with scheduling and calendars of various team members • Opens, sorts, and prioritizes incoming mail and general OHR email inbox maintaining confidentiality • Researches, compiles, and conducts analyses to support HR projects, as assigned.
• Performs entry, queries, maintenance and updates to databases.
• Maintains a central filing system for personnel files materials which includes scanning and organizing files for record retention and efficient retrieval.
• Primarily responsible for processing /tracking pre-employment screenings.
• Assists with onboarding and processing new employees including temporary workers and volunteers.
This includes but not limited to: o Creating new files and records electronically o Assist with reserving conference rooms, ordering lunches and establishing Webex meetings for those new employees attending orientation off site o Assist with scheduling new hire appointments and schedules, preparing packets, assist new hires with onboarding paperwork, verifying l-9s, etc.
o Process the transfer of new employee information from the Applicant Tracking System to the Payroll system by using electronic methods o Prepare and disseminate spreadsheets of new hire information to designated individuals and groups o Track temporary employee's anticipated end dates and process separations o Collaborate with administrative support staff on office needs and take primary responsibility for ordering office supplies o Primarily responsible for providing information for employment verifications o Assist with the coordination of HR training sessions, namely Supervisor Skills for Success, by reserving conference rooms, preparing packets of information, ordering lunches and meeting room setup.
• Schedule meetings, draft correspondence, mail/distribute documents, return phone calls to disseminate information, etc.
as needed for Human Resources management.
• Other special projects and miscellaneous tasks and reports as requested by supervisor or other HR managers • Identify opportunities for efficiencies and process improvements for HR workflows • Maintain a current manual of job duties and procedures for the HR reception desk Benefits Support 40% • Assists the Benefits team with compilation and management of confidential employee records by ensuring all paperwork is properly entered into and maintained within the current digital records system • Collaborates with and processes onboarding benefits information, such as email notifications of systems access, reminders of benefit enrollment dates, confirming enrollment data, and providing accurate contact information of external benefit plan administrators • Processes offboarding and separation of employment processes, including, but not limited to: organizational notice of upcoming employee exits, termination of employee participation in the State Universities Retirement System (SURS), and sharing relevant benefit separation information to departing employees • Performs time-sensitive day-to-day clerical tasks such as manual data entry, scanning and filing, copying and faxing, and organizing communication on behalf of the Benefits team, as requested Qualifications 1.
High school diploma or equivalent.
2.
Any one or combination totaling two (2) years (24 months) from the categories below: College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months) Work experience performing office/clerical activities, including the use of computer systems.
3.
One (1) year (12 months) of work experience comparable to the second level of this series.
Supplemental Information If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.
edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at https://www.
siumed.
edu/police-security.
This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL.
This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act.
" Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
• Phone : (217) 545-0223
• Location : Springfield, IL
• Post ID: 9111775844
