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Human Resources Coordinator

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Case Western Reserve University

Job Description

POSITION OBJECTIVES

Working under general direction, the Human Resources Coordinator will provide assistance and support to the administrative team in the Department of Biochemistry. This position will administer highly sensitive and confidential human resources materials for staff, faculty and postdoctoral scholars/fellows with the utmost discretion, tact, and diplomacy. The coordinator will ensure departmental compliance with Case Western Reserve University and School of Medicine human resources policies and procedures. Responsibilities will also include maintenance of calendar activities, assistance with planning retreats, meetings, and conferences, and providing back up for the administrative team, as needed.

 

ESSENTIAL FUNCTIONS

  • Provide human resources support for department executive leadership, faculty, shared resource directors, and administrative leadership.  Facilitate for all staff recruitment for laboratories and the administrative offices. Prepare job descriptions, assemble documents for the promotion processes, and complete/submit internal paperwork. Prepare all documentation for Research Associate positions. Maintain confidential records with discretion. (20%)
  • Initiate the recruitment and administrative process for onboarding all postdoctoral scholars and fellows. Process yearly reviews for postdoctoral scholars/fellows and provide human resources support as needed. (20%)
  • Work with the Office of Immigration and Human Resource Services to manage all visa-related matters for faculty, staff and postdoctoral scholars/fellows. (15%) 
  • Follow up with faculty supervisors for annual reviews and reappointments. Coordinate onboarding for all new employees. Ensure all paperwork for employment, terminations, and leaves of absence are processed correctly and in a timely manner. (15%)
  • Serve as the liaison for the Office of Diversity. Follow all Affirmative Action Plan required procedures. Assist with placing advertisements, track applicants, and fulfill all other appointment selection requirements. (10%) 
  • Support faculty with facilitating research and/or administrative activities for the department.  Assist with scheduling meetings, coordinating calendars, and creating and/or processing documents for distribution as needed. Coordinate additional events as assigned. (7%) 

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    NONESSENTIAL FUNCTIONS

  • Collect and process administrative aspects of the appointment promotion and tenure process for the department. Serve as the liaison to the School of Medicine Human Resources on all processes related to appointments, promotions and tenures. Take and maintain meeting minutes, prepare information packets, and submit accurate and complete documentation to School of Medicine Human Resources. (5%)
  • Complete limited approval time reporting and other human resources responsibilities for the department including nonexempt staff and student employees. (2%)
  • Make business travel arrangements for faculty, students and staff as needed. Process travel reimbursement forms in a timely manner; follow up to assure payments were processed. (2%)
  • Provide clerical support as needed, cross-train with administrative team for peak periods (particularly grant submission deadlines), and vacation schedules. (2%)
  • Perform other duties as assigned. (2%)

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    CONTACTS

    Department: Daily contact with departmental staff, faculty, executive directors, and/or support staff for operational communication and coordinating day-to-day activities. 

    University: Daily contact with other university administrative areas and centers to exchange information.

    External: Frequent contact with vendors as needed and while recruiting candidates.

    Students: Continuous contact with students to exchange information.

     

    SUPERVISORY RESPONSIBILITY

    None.

     

    REQUIREMENTS      

    Experience: 3 to 5 or more years of related experience is required, preferably in an academic environment.

    Education: High school education required. Bachelor’s degree preferred.

     

    REQUIRED SKILLS

  • Must be keenly detail-oriented, able to work with multiple interruptions and to interact easily with people from all over the United States and internationally.
  • Must be able to maintain confidentiality.
  • Must be highly organized and a self-motivator, able to work with minimum supervision.
  • Must be able to work within a team.
  • Must be customer oriented and able to communicate, effectively.
  • Familiarity with Microsoft Office suite including PowerPoint; and Web Design Software.
  • Experience with PeopleSoft Financials a plus.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors and customers face to face.

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    WORKING CONDITIONS

    General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

     

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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    Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.

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