PT Human Resources Coordinator

Position Information

Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer-and the only recognized education institution-in the State of Indiana. Learn More

BSU welcomes applicants for a part-time Human Resources Coordinator. This position is scheduled 20 hours a week. Normal work hours will be between 12pm-5pm. A successful candidate must be well organized and able to multi-task in a fast-paced environment. This individual will be expected to do some but not all job functions listed on the job description as needed.

At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define 'inclusiveness' as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.

The Human Resources Coordinator will serve as a vital member of the HR Solutions Center Team and is responsible for responding to and resolving customer questions and issues regarding Human Resources-related policies, procedures, and functions with a focus on delivering Human Resources in an employee-centric manner. Conduct initial research on customer inquiries/requests and resolve or escalate the case as needed. Complete a wide variety of duties within one or more functional areas of Human Resources.

Associate's degree or equivalent in business-related field or equivalent.

Over one through three years of administrative support related experience.

Competencies:
HR Knowledge Identifies ways to improve operational efficiency Develops knowledge of general HR practices and technology Executes transactions with minimal errors Demonstrates a willingness to learn
Leadership: Ethical Practice
Behaves in a manner consistent with the difficult decisions made by management. Follows policies consistently. Maintains employee confidentiality throughout appropriate business processes. Maintains knowledge of internal organizational controls.
Leadership & Navigation
Listens actively to identify potential challenges or solutions. Develops knowledge of internal policies and procedures for responding to transactional issues. Provides detail-oriented support in the administration of organizational program and initiatives.
Business Acumen
Demonstrates basic knowledge of HR services and operations. Possesses operational/processing expertise for assigned task. Identifies inefficiencies and provides process improvement recommendations.
Business Consultation
Raises issues and/or identifies patterns requiring transactional HR solutions. Identifies stakeholder needs and refers as appropriate. Manages work time efficiently.
Critical Business Evaluation
Conducts data entry and tracks statistics and metrics. Gathers facts and analyzes data using systematic methods (e.g., surveys).
Identifies sources of data and information and learns where to find the most relevant information for solving problems.
Interpersonal Communication
Communications policies, procedures, culture, etc. to new and existing employees. Resolves employee issues or directs appropriately to other resources. Promptly responds to stakeholder concerns via written, verbal or electronic communication.
Inclusive Excellence
Respects differences and promotes inclusion on a transactional level. Possesses general knowledge of organization's policy and philosophy toward diversity and inclusiveness. Demonstrates willingness to develop and grow understanding of global and cultural effectiveness.
Relationship Management Provides outstanding customer service experience to employees and other stakeholders. Demonstrates effective interpersonal skills. Provides first point of contact for employee questions. Listens effectively to potential issues before reacting with solutions.

Bachelor's degree in business or HR-related area.

Additional years of related experience; experience with Microsoft Access and Banner.

Experience working in a higher education or non-profit setting. Experience working in Human Resources.

None.

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master's, doctoral, certificate, and specialist degrees, with many of them ranking among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Duties & Responsibilities

Onboarding: Enroll new employees in Onboarding system and send out instructions to the product. Obtain all new hire documents. Manage I-9 process including uploading into Everify and contact foreign nationals when documents expire. Assign new employees to New Employee Orientation. Send out onboarding emails.

Act as the first point of contact for employee support and respond to Human Resources inquiries via multiple channels (phone, email, in-person, etc.), resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area; ensure all inquiries are handled timely with consistency and accuracy.

Clarify the needs of the employee, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding HR policies and procedures. Assist employees with navigation of various HR systems (Employee Self Service, TMS, Benefit Focus, Kronos, etc.) and may initiate some HR transactions on behalf of employees and applicants.

Partner with all areas of Human Resources to identify process improvements, system enhancements, knowledge resources, and communication needs. Assist with building a more robust knowledge base for the HR Solutions Center.

HR Coordinators will also perform work in one or more of the following areas of specialization listed below.

Administrative Support: Order supplies. Serve as a Notary. Compile data for reports. Assist with the planning of a number of events (training sessions, meetings, employee conferences). Schedule rooms, make arrangements for equipment, refreshments, and room set up.

Benefits: Notify employees regarding qualifying events. Assist with short- and long-term disability application process. Draft and send overage letters and emails for Anthem. Review tuition remission requests and approve when appropriate. Submit retirement vendor withdrawal and transfer forms. Ensure new employees have made retirement selection decisions and that their retirement records are accurate.

Communications: Update web pages. Draft assigned communications, to include those items for the monthly newsletter, and send items to the Communications Center. Maintain communications calendar. Send targeted emails (Wellness Ambassadors, Supervisors, employee groups). Develop the annual holiday calendar for review.

Employment: Manage the internal service hiring process. Create internal Service postings in TMS and develop corresponding yellow sheets. Pull seniority and group information from Argos reports and TMS to create internal bid sheets once posting closes. Rank top bidders and ensure eligibility to be offered the position (i.e. sick list, discipline, transfers). Screen to ensure minimum qualifications are met. Run background checks for all those working with minors. Prepare write up sheets for those with background issues. Draft and send appointment letters, annual contracts, notices of tenure, etc. Work with candidates hired through search firms to obtain personal data. Perform delinquent account checks. Review and post outside job ads as needed.

Leave Administration: Serve as the initial point of contact with employees who are requesting a leave of absence and prepare the intake sheet. Send FML paperwork to employees. Draft FML, ESL and other leave-related correspondence. Assist with data entry in PEAFMLA records. Review leave ending reports from Argos and flag which employees need follow up communications. Answer questions regarding the leave process.

Offboarding: Terminate records in Benefit focus to initiate COBRA notifications.

Onboarding: Enroll new employees in Onboarding system and send out instructions to the product. Obtain all new hire documents. Manage I-9 process including uploading into Everify and contact foreign nationals when documents expire. Assign new employees to New Employee Orientation. Send out onboarding emails.

Maintain regular and predictable attendance.

Perform other related duties as assigned.

Posting Detail Information

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'