Human Resources Recruitment and Onboarding Specialist

Southwestern Oregon Community College•Coos Bay, OR

5d•Hybrid

About The Position

Under the direction of the HR Director, the Recruitment and Onboarding Specialist is responsible for coordinating the hiring process by managing the human resources functions of the online applicant tracking system as well as coordinating with department supervisors and search committees in conducting effective and equitable recruitment of qualified talent. This position also coordinates the employee onboarding process, ensuring that the online system is an effective employee orientation tool. Additionally, this individual will serve as part of a team which provides proactive customer service to internal and external stakeholders. Job requires well-developed verbal skills to present and exchange information, which is technical, complex, and sensitive to all staff on campus. Interpersonal contacts extend to all college staff and outside agencies. Work on an independent basis under strict timelines subject to change under supervisor direction.

Requirements

Associate degree in Business Administration or related field. Education required may be substituted by three (3) or more years of experience working in the human resources field directly with employee recruitment and onboarding.
Three (3) years of experience in general Human Resources functions or related business functions.
Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic and professional manner.
Ability to read and interpret federal and state laws, college policies, collective bargaining agreements, human resources professional practices, and professional literature.
Ability to work effectively and sensitively with individuals of diverse cultural backgrounds, perspectives, and abilities.
Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations.
Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and gain cooperation.
Knowledge of the theory, practices, and procedures of Human Resources, including recruitment administration, human resources policies and procedures, wage and hour laws, federal and state employment laws and regulations.
Knowledge of standard office procedures and equipment including computer proficiency and software applications including MS Word, Excel and those related to financial activities with a level of computer literacy sufficient to use software such as word processing, spreadsheets and data bases to produce correspondence, documents, and reports as required by the position.
Ability and willingness to manage a flexible work schedule with self-discipline, including travel, various hours and possible weekends/evenings, as well as work days at other college locations.
Ability to receive and process information in a professional, sensitive, confidential, and timely manner.
Model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.
Exhibit a high level of computer literacy sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports; including but not limited to Word, Excel, Access, NEOGOV for recruiting and applicant tracking, and Jenzabar, an integrated college wide information system.

Nice To Haves

Bachelor’s degree in human resources or business related field.
Human Resources Certification through SHRM, HRCI or other related organization.
Specific knowledge of computer applications utilized within the department, currently NEOGOV and Jenzabar.
Public Employer work experience, preferably higher education.
Work experience in a union setting.
Presentation and/or end user training experience.

Responsibilities

Responsible for recruitment of all positions at the College, including facilitating the entirety of the hiring process.
Reviews and suggests revisions to recruitment strategies, materials and screening guidelines; in cooperation with management, prepares and revises questions, pre-interview exercises, rating criteria and scoring guidelines; coordinates panel interviews and written tests.; ensuring that process is EEO/AAO compliant.
Prepare materials related to Human Resources for Board of Education meetings.
Coordinates and conducts search committee orientations and recruitment tasks assuring strict adherence with state and federal laws and the College's commitment to increase workforce diversity.
Manage the online applicant tracking system, including but not limited to creating and maintaining up-to-date job descriptions, managing user access functions to ensure appropriate permission rights for all employees, performing the role of organization administrator and managing agency preferences and user functions, managing the appearance and content of the 'Employment Opportunities' web pages, creating and maintaining supplemental question bank, creating scoring factors for minimum qualification assessment, creating evaluation steps and matrixes, monitoring application submissions continually and distributing to appropriate recipients, and managing/monitoring/distributing adjunct application submissions as well as temporary application submissions.
Assist the Financial Aid department with use of the online recruitment system for aid based student employment.
Coordinate, with the HR Analyst, the employee onboarding system; including but not limited to creating portals and checklists, managing user functions to ensure appropriate permission rights for all employees, preforming the role of organization administrator, monitoring the health of the College’s onboarding processes through the online system, and updating forms, portals, and checklists as necessary.
Onboard all employees by performing the first tasks related to hiring.
Prepare necessary employment letters and forms for all employees.
Ensure accuracy of data input into computer, including salaries, etc.
Input all pertinent information online for new hires, completing new employee set-up using integrated college-wide information system (currently Jenzabar and Neo Ed).
Proactively sources and engages qualified candidates through a variety of channels, including professional networks, social media, talent communities, industry events, and employee referrals.
Builds and maintains a pipeline of high potential talent aligned with current and future workforce needs, leveraging market insights and recruitment data to anticipate hiring trends.
Represents the college at job fairs, career events, and campus recruitment activities to attract and engage prospective candidates.
Effectively communicates the college’s culture, values and employment opportunities while building relationships with attendees and key partners.
Collects and follows up on candidate leads, maintains accurate records of interactions, and collaborates with hiring managers to convert event engagements into a strong pipeline of qualified candidates.
Partner with Marketing colleagues as necessary.
Set new users up with user IDs and access to create a password.
Initiate password email resets upon request from new users.
Change system permissions as appropriate.
Create new forms or system fields in order to modify existing forms, as necessary.
When software updates occur, become familiar with any modifications or enhancements and communicate this information to others and train campus wide users, as necessary.
Provide technical support to employees who experience issues using the software.
Guide users through how to access system functions in person, over the phone, or by email.
Provide ongoing training for faculty and staff on the use of the online recruitment and platform.
Determine the appropriateness of certain NEOGOV configurations or functionalities and propose to HR Director whether or not to implement the for the College’s use.
Serve as resource and technical advisor to college personnel regarding interpretation of college policy, state and federal regulations, and bargaining agreements.
Maintain all official employee personnel and recruitment records in accordance with applicable laws and bargaining agreements, protecting confidentiality of records at all times.
Monitor and evaluate existing personnel procedures and policies related to recruitment, make recommendations for changes as appropriate, and assist the HRD in ensuring compliance with state and federal regulations.
Maintain up-to-date knowledge of a variety of laws and regulations relating to personnel and employment practices.
With the HRD, coordinate staff development programs as needed and/or requested, such as trainings for supervisory staff.
Suggest agenda items, prepare handout materials, notify staff, present some items, and respond to questions from staff.
Works as a collaborative member of the Human Resources Department and is available to assist with personnel issues and to make sure all proper paperwork is completed.
Provide back up to the HR Analyst as directed.
Maintains strong customer service relationships with students, college employees, community members, and other district-wide constituencies.
Ensures employees provide excellent customer service by treating customers with courtesy and respect, showing concern for their needs, and investigating and resolving requests and concerns.
Ensures a welcoming, supportive, and respectful work environment.
Maintain confidentiality of department.
Performs Other Duties and Special Projects as Required/Assigned