UNIV - HR Coordinator - Psychiatry: Administration Office

Job Description Summary

The HR Coordinator will perform human resource, administrative, timekeeping, immigration requests and other duties to support the department’s needs. This role reports to the HR Manager in the Department of Psychiatry & Behavioral Sciences.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Position Description: The HR Coordinator will perform human resource, administrative, timekeeping, immigration requests and other duties to support the department’s needs. This role reports to the HR Manager in the Department of Psychiatry & Behavioral Sciences.

Preferred Knowledge, Skills and Abilities: Experience with timekeeping policies and procedures. Experience working with WorkDay. Must have strong verbal and written communication skills. Must have great organizational skills and time management. Must contain the ability to handle data and information with confidentiality. Must be detail oriented.

Hours Per Week: 40, Fulltime

FLSA: Exempt/Monthly

Work Schedule: Hybrid

Duties/Responsibilities:

• 25% - Recruitment and Onboarding: Work with the Division Administrators/Business Managers, University HR Management, MUSCP HR Management to post non-clinical staff and trainee positions and other tasks, including: Process posting requests within all divisions in the department. Obtain necessary internal and external approvals. Post positions on the MUSC website and external sites when necessary. Follow up with Division Administrators and/or hiring managers to ensure that hiring guidelines are being followed by ensuring that all applicants in the hiring pool are dispositioned out. Send out necessary communication to new hires and other applicants for a smooth transition and keep supervisors informed along the way. Oversee that the new hires complete their onboarding tasks before their start date (employee health screening, administrative forms are complete (I-9, W-4, direct deposit and needed access is setup). Ensure that new hires are being informed of necessary information either on or prior to their start date (i.e. sending out department welcome emails). Hold new hire orientations in department with HR Manager for University and MUSCP employees once a month or biweekly.

• 15% Database Management: Ensure that all information is accurate and up to date in databases and folders such as the CoE folder (R drive), department folder (B drive), Box, OurDay, and the department spreadsheet. Save emails, applications, offer details, resumes and other important documents for all staff members. Save critical emails and documentation for current employees (i.e. reclassifications/additional duties, PD change, LWOP/LOAs, or similar life or employment changes) in a timely manner.

• 20% - Retention: Assist Division Administrators (DAs), supervisors, University HR and/or MUSCP HR with reclassifications, additional duties, and PD changes from start to finish for staff employees. This includes compiling and completing the necessary documentation for each request, ensuring that the documentation is accurate, obtain internal approvals, submit requests to University or MUSCP HR within a timely manner, retrieve approved recommendations from HR, gain internal approvals, send recommendations to DAs and HR Manager via email, work to ensure that the remaining documentation is signed and sent back to HR (if applicable), and enter changes into OurDay within the approved timeline for payroll changes.

• 15% - Timekeeping: Serve as timekeeper for staff in the Administration Office including the MUSCP and MUHA employees that fall under the admin office. Work with other department timekeepers to solve problems and answer timekeeping questions. Hold timekeeping trainings with HR Manager for divisions in department. Run biweekly reports for department (i.e. TIM0001, TTA0017, TTA0018) and work with timekeepers and supervisors on missing timecard submissions, absence approvals or related by the required COM deadline.

• 10% - Unpaid Individuals: Work with supervisors and Division Administrators on completing required paperwork for unpaid individuals. Follow up with volunteers and University HR to ensure they are completing the required onboarding steps to start their opportunity. Create unpaid opportunity in OurDay, work with University HR to ensure that the designated individual is set up in OurDay appropriately. Ensure annual groups are following internal departmental procedures to be set up before their designated start dates (NCVRTC Psychology Intern Group, DART group, etc.).

• 10% - Staff & Trainee Visas: Maintain a working knowledge of visa types including H-1B employment visa, J-1 Exchange Visitor visa, TN visa, O visas, F-1 Student visa and Conrad Waivers. Assist visa holders with questions and ensure that they’re completing their tasks. Work with the Center of Expertise HR Office (CoE-HR) representative and the Global Health Office to facilitate the visa process for staff members.

• 5% - Other: Other duties as assigned, including assisting the Chairman's Office and Vice Chair of F&A with the annual holiday party.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees