HR Coordinator

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Job description

RESPONSIBILITIES

Knowledge and application of NorthShore policies and procedures that apply to job and area of responsibility.

HR General Office Support

• Serve as first point of contact for calls and walk in customers (i.e. employees, applicants, vendors, students, managers, etc.)


• Answer questions regarding HR policies and procedures (i.e. Benefits, Leave of Absence, Retirement, etc.)


• Resolve issues (basic to intermediate in complexity) related to pay, benefits, Leave of Absence, etc.; partner with HR Specialists to ensure appropriate solution is implemented


• Assist applicants with online application process


• Create new and replacement badges for staff and contingent workers


• Assist new hires through onboarding process as necessary for hire (I-9 and background check forms); reviews and collects copies of required documentation (i.e. Social Security Card and work authorization documentation)

Support Employment Specialist/HR Generalist

• Post positions on Swedish Hospital and other external websites as designated by Employment Specialist/HR Generalist


• Administer pre-employment testing to internal and external applicants


• Ensure applications are complete


• Prepare and complete Affirmative Action files, as applicable


• Assist with New Employee Orientation including welcoming and checking in the employee and creating new employee identification badges


• Prepare materials for recruitment fairs

Manage and Execute Post-Offer Onboarding Process

• Schedule pre-employment physicals and verify that new employees are cleared to commence employment by Employee Health Services


• Prepare offer letters as applicable


• Email managers orientation schedules, employee ID's, and on boarding checklists for department files


• Modify New Employee Orientation registration as needed (i.e. assigns Self-Study tests as applicable)


• Collect and verify references, licenses, and other certifications


• Prepare and execute sign on, tuition bonuses, or relocation agreements, if applicable


• Perform e-Verify process (I-9 work authorization verification)


• Perform all other background checks including but not limited to references, employment and education verification, criminal history, driving record history, FACIS, IDPH registry, etc.


• Ensure all background check processes are documented


• Document new employees on tracking spreadsheet or other data recording tools as applicable


• Ensure timely completion of on line onboarding tours by new employees and conduct follow up communication as needed


• Notify recruiter of any situations that may impact or delay the commencement of employment

Employee Data Management

• Enter new hire information into Ultipro


• Process employee changes submitted via PCFs or Employee/Manager Direct Access including hours changes, transfers, promotions, pay changes, terminations and name changes


• Work with HRIS to create new position numbers


• Ensure confidentiality of all verbal, written, and electronic employee and organizational information

Office Duties

• Sort and deliver mail for HR Office


• Order supplies for HR office


• Coordinate repairs, new equipment, etc. when needed

Project Management

• Conduct reporting and audits for regulatory compliance including but not limited to the annual Drivers License Audit, Contingent Worker Audit, Joint Commission surveys, monthly I-9 Audits, etc


• Coordinate and execute special projects including but not limited to Magnet, integrations, special event planning, etc


• Compile, organize, and analyze data in Excel for special projects and investigations

Other duties as assigned

• Other duties as assigned

MINIMUM EDUCATION AND LICENSURE REQUIREMENTS

• High School Diploma or Equivalent; Bachelor's Degree in HR or related field preferred.

MINIMUM EXPERIENCE

• 1+ years of Human Resources experience preferred


• 1+ years of previous administrative or customer service experience preferred.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)