Human Resources Assistant, Psychiatry Department
Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Human Resources (HR) experience. Proficiency with computer software, including Microsoft Office Suite.
Preferred Qualifications:
Advanced degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience. Recruiting/Talent Acquisition experience. Family Medical Leave experience. Experience with employee relations/discipline. Experience working with an Applicant Tracking System (ATS). Experience working with an HRIS. Microsoft Visio experience.
Brief Description of Duties:
The HR Assistant will assist with the coordination of all HR functions for Psychiatry, displaying utmost confidentiality. This will include recruitment, hiring and retention, time and attendance functions, and employee relations. The HR Assistant must have the ability to work independently and manage multiple priorities in a fast-paced, deadline-driven environment. Excellent organizational, analytical, written, and verbal communication skills will be necessary for success.
Duties:
- Talent Acquisition Coordination:
- Assist with departmental recruiting.
- Create, modify, and work with hiring managers to develop/update position descriptions. Create requisitions within the Talent Management System (TMS) for job postings.
- Draft and review job-related documents, including org charts, interview questions, etc. to ensure documents are uploaded appropriately to the Talent Management System.
- Review applicant pools and forward resumes and candidate applications to search committees, schedule interviews, book meeting/interview locations, and perform reference checks.
- Process hiring requests and create new hire packets.
- HR Administration:
- Responsible for a variety of confidential assignments including processing change requests, appointments, terminations, salary information, personnel and payroll transactions, Extra Service and Visa Requests, etc.
- Track department work-related accidents: Review and process incident reports, create, modify, and update database.
- Assist with ensuring lines are budgeted appropriately and information is clearly recorded.
- Update organizational charts for the department.
- Maintain HR Master List to adequately reflect department changes and information.
- Ensure HR information and reports are accurate and up to date.
- Assist the Faculty Affairs Manager with various projects as assigned.
- Report Management:
- Assist with tracking transactions. Compile and send out reports on the status of personnel and payroll matters.
- Assist with maintaining HR database for departmental policies & procedures.
- Maintain probation report, send out and process probation forms as needed.
- Record and File Management:
- Maintain department personnel related files and records to include timesheets, performance programs, evaluations, training records, labor relations issues, worker’s compensation, leaves of absence, and other related employee information.
- Onboard and offboard employees.
- Maintain HR requisition files for all job-related documents.
- Update, track and distribute performance evaluations and programs to ensure department’s compliance.
- Coordinate and organize safety and other training to ensure compliance.
- Schedule training, create sign-in sheets and handle meeting logistics.
- Track and follow-up with Managers regarding training course attendance.
- Maintain log of training progress and attendance.
- Assist with internal training sessions for new Managers and Supervisors.
- Timesheet Administration:
- Maintain and update timesheet database.
- Assist with timesheets: printing, sorting, distribution, collection, and review.
- Attend meetings.
- Other duties as assigned.
Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
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SUNY Research Foundation: A Great Place to Work.
The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Job Number:
2403822
Official Job Title: Senior Administrative Assistant
Job Field:
Administrative & Professional (non-Clinical)
Primary Location:
Department/Hiring Area: Psychiatry and Behavioral Health
Schedule:
Full-time
Shift:
Day Shift
Shift Hours:
9:00 am - 5:00 pm
Posting Start Date:
Oct 8, 2024
Posting End Date:
Oct 23, 2024, 3:59:00 AM
Appointment Type: Regular
Salary Grade: N8
SBU Area: The Research Foundation for The State University of New York at Stony Brook
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