Hawai‘i Pacific University is designated as an Alaskan Native and Native Hawaiian (ANNH) Serving Institution by the US Department of Education. As such, we strive for accurate displays of the Hawaiian language in all our institutional materials. This includes the appropriate use of diacritical marks such as the ‘okina and kahako. Unfortunately, at times external vendors and other third-party technology integrations do not support the use of these characters. Mahalo for your understanding.

Description

Job Summary:

The Human Resources Coordinator is a hands-on representative of the HR department whose job is to help facilitate Human Resources function working under the direction of the Associate Director of Recruitment and Operations. The HR Coordinator is the custodian of records and performs general administrative work to support the Office of Human Resources. The The Human Resources Coordinator also assists in the recruiting process to include job postings, applicant tracking, onboarding, I-9/ E-verify processing reporting, assistance with temporary staff assignments, as well as processing of employee information changes/updates.

This position onsite at Waterfront Plaza in Kaka’ako for a minimum of 20 hours per week up to 40 hours per week.

Qualifications:

Minimum Qualifications:

• Bachelor's degree in human resources, business administration, or related field or equivalent experience combination of experience and education.
• One-year general office experience in business, administrative support, HR, or Payroll.
• Intermediate proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Desired Qualifications:

• Two years' experience in Human Resources employment and recruitment.
• I-9/E-verify processing.
• Experience with Banner HR (HRIS), Prism (HRIS), Clearco (Applicant Tracking System) or NeoGov (ATS).

Other Qualifications:

• Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance is not available for this position.
• Must meet training and background check qualifications and comply with the Protection of Minors policy.
• Report to work obligations to support the department may require working during HPU’s winter break, if necessary.
• Able to work all shifts and extended hours.
• Successful candidate will be able to work in an environment that utilize excellent time and stress management skills.
• Strong customer service orientation and interpersonal skills.
• Excellent written and verbal communication skills.
• Strong editing and attention to detail skills.
• Past experience working with mainstream HRIS system or equivalent CRM database systems.
• Record of working as a strong team player in an environment requiring high levels trust and confidentiality.
• Ability to multi-task in a complex operating environment.
• Proven ability to partner effectively with multiple constituents.
• Respectful of protocol and adherence to policy.
• A self-starter who is able to work with little to no supervision.
• Ability to exercise judgment above reproach.

Key Responsibilities/Essential Job Functions:

• Greet and assist visitors and callers, employees and applicants.
• Monitor department calendar of activities and events with the goal of effectively managing priorities. Remain apprised of onboarding and other pertinent appointments, meetings and activities; assist with related tasks as they arise.
• May open, sort, screen and process all incoming and outgoing department mail.
• Monitor and redirect (take messages and email) HR e-mailbox and voicemail) and ensures inquiry is forwarded to the appropriate SME.
• File documents as assigned, create and maintain folders/labels/files/binders for department documents and projects (e.g. vendor contract file maintenance).
• Provides direction and support of student workers to assist with general administrative office duties.
• Regularly updates HR office TV monitor with new hire photos and other HR related information.
• Responsible for sending employee birthday and anniversary celebration messages.

• Schedule, process, and review onboarding of new employees.Services the internal stakeholder (hiring managers) through screening of applicants, conditional job offers, and the electronic tracking of Personnel Requisitions and Change of Status approval process.

• Promotes a positive candidate experience through timely and consistent communication and prompt follow-up on inquiries.
• Conducts applicable clearance requirements of applicants and newly promoted employees inclusive of reference, criminal background, and credit checks; driver abstracts; drug/alcohol testing, and any other mandated requirements.
• Schedule and coordinate onboarding, completion of new hire paperwork, and employee ID photos.
• Prepare hiring department for new hire - new hire "checklist", e.g. initiate computer set up (email account and identification of necessary software new hire to use), phone system, business cards, department level orientation.
• Processes employee promotions, transfers, terminations and changes/updates.
• Serves as a super user of the applicant tracking system.
• Responsible for the temporary staffing needs of the University, and student/federal work study employees.
• Provides support to the Manager of Recruitment & Retention.

• Comply with all HR processes, rules, and regulations.
• Accurately input and process of all personnel data on the HRIS system; including, but not limited to, new hire information, compensation changes, I-9 processing, TB clearance tracking, drug tests, and terminations.
• Verifies employment in response to employee and external requests in accordance with HPU policies and procedures.
• Support the maintenance of the HR file room, creation of personnel folders, and maintenance of records as dictated by the records retention policy, including removal and storage of terminated employee files
• Ensures the confidentiality of records in compliance with HIPAA, FERPA, and university policy.

Performs other related duties as assigned (5%)

• Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.
• Assists with seasonal peaks.

Competencies: Human Resources capacity, problem-solving/analysis, communication proficiency, ethical conduct/respectful treatment of others.

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.