Summary

The HR Coordinator is responsible for facilitating the onboarding process, performing new hire orientation, assisting the Talent Acquisition Specialist’s with the recruitment process, and handing general office procedures. The position reports to the HR Manager, Talent Acquisition.

Essential Duties and Responsibilities

Oversee the HR reception and interview areas, providing courteous and helpful front desk support, which includes answering main HR line and assisting in-person guests. This individual will assess customer needs, determine urgency, and take appropriate action through direct support or referral to the appropriate HR Team member. Coordinate the pre-employment and onboarding process for faculty, staff, visiting instructors, students, adjuncts, volunteers, and standardized patients. Track all pre-employment results and communicate any discrepancies with the talent acquisition team Conduct the weekly new hire onboarding program for faculty and staff new hires. Assist with processing letter of agreements. Assist department managers to arrange temporary workers with staffing agencies. Post positions on external job websites and track advertisement expenses. Conduct reference checks on staff applicants. Schedule interviews for the talent acquisition team. Process and review invoices for pre-employment testing, recruitment related expenses and other HR related expenses. Responsible for electronic filing of employee documentation and recruitment files. Perform audits of electronic filing.  Assist in the organization of bi-annual New Hire Orientation programs. Review original diplomas/certifications for credential updates in the HRIS system. Complete employment verification requests. Maintain department calendar, conference room reservations and weekly wrap-up information. Assist with office operations including general office needs, facility requests, office supply orders, mail distribution and office equipment stocking and maintenance. Facilitate name changes according to the employee Name Change Procedures. Obtain IL discounts and special promotions for employees and HR related events. Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Other Qualifications

Proven ability to demonstrate strong organizational skills. Must be customer-service oriented, self-motivated and proactive towards work. Must have excellent attention to detail and the ability to multi-task. Must have the ability to handle interruptions while maintaining a high quality of work. Ability to communicate professionally with all internal and external clients. Ability to build strong rapport with all internal and external clients.

Education and/or Experience                                            

Must have a High School diploma or GED with at least 1-2 years of work experience in Human Resources or a bachelor’s degree in a Human Resources related field with at least 1 year of professional office experience.  Previous experience supporting recruiting and onboarding is highly desired. 

Computer Skills      

Computer proficiency in MS Office (Word, Excel, Outlook).  Previous experience with HRIS systems and applicant tracking systems preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to routinely lift 10 lbs.; vision correctable to 20/20 in one eye, hearing correctable to normal, ability to tolerate prolonged sitting; ability to stoop, stand, use of fingers, hands and arms; ability to tolerate repeated routine tasks.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.