Location: Worcester, MA Category: Staff and Administrators Posted On: Fri Feb 12 2021 Job Description:
General Administrative support responsibilities:
Maintain personnel files, including archiving and conducting audits to ensure employee files are accurate and in-compliance, proper storage & destruction of records; coordinate, organize and maintain employment files for staff and faculty; organize, edit and maintain HR files, forms and materials.
Manage the HR calendar and e-mail in-box; sends out general announcements to campus partners.
Assist the Director with the budget reconciliation; process purchase orders, invoices, and input data into the E-procurement system (SmartBuy Plus).
Plan and coordinate the annual Long Service Employee Recognition event; Creates invitations, tracks RSVP's, reserves space, assist the Director with creating the menu; orders gifts; update power point presentation.
Serve as liaison on various employee engagement events to provide a variety of administrative support to include processing SmartBuy Plus Purchase Orders, etc?
Hire, train and supervise student employees; in consultation with the HR team, coordinate and prioritize student projects.
Prepare and coordinate meeting logistics for HR events, including room reservations, working with vendors and catering needs.
Manage the Petty Cash box to include the movie ticket purchase program: purchase tickets from the movie theaters, tracks payment, and ensures account reconciliation.
Benefits support responsibilities:
Plan and coordinate the annual Tuition Exchange Program to include confirming eligibility, scheduling the information session, facilitate the lottery drawing, and notification to applicants, etc?
In collaboration with the Sr. Assistant Director, monitor and process the Tuition Benefit, which may involve determining eligibility, evaluating, researching, and approving forms
Process Retired Faculty Health Reimbursements each quarter. Update and prepare fiscal year end finance forms for audit purposes.
Update Facilities Management Earned Time accruals as needed.
Process Donated Sick Time requests and generate follow-up notifications to recipients.
Assist with the planning and coordination of the annual Open Enrollment and Benefits Fair to include maintaining the virtual platform
Reconcile and process monthly premium payments for the Life, Long Term Disability Insurance as well as the private self-funded paid family and medical leave benefit
Answer general benefits related questions and elevate to the appropriate HR team member when necessary.
Employment/On-boarding support responsibilities:
Support the Associate Director with posting job opportunities through Hirezon/Interview Exchange applicant tracking system when needed.
Assist with the intake of requisite employment forms to ensure the completion and accuracy.
Oversee the retention of mandatory forms (including I-9) for government compliance, tax forms, new hire folders, separations folders, position folders, etc.
Prepare and maintain HR materials such as new hire packets, general HR forms, and the electronic forms on the HR intranet page.
In consultation with the Associate Director, generate, maintain, and distribute weekly employment Activity List and maintain monthly/annual updates for the HR website to include the "Comings & Goings".
Schedule exit interviews and ensure employment files are properly closed and stored.
Answer general hiring/on-boarding related questions and elevate to the appropriate HR team member when necessary.
HRIS support responsibilities:
In collaboration with the HRIS Analyst as need on special projects and/or data clean up efforts.
Salary Increase and Performance Management support responsibilities:
Manage the communication of the 6-month review and annual review process; assist with following up and tracking the return of the reviews.
Assist the Director with generating and distributing annual salary increase letters.
Other duties as assigned
This is a Full-time position with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.