HR Coordinator

Job ID
2022-1735
Category
Administrative
Type
regular
Location : Location
US-MA-Woods Hole

Job Summary

At Woods Hole Oceanographic Institution (WHOI), our mission is to understand the ocean for our planet and our future.  In pursuit of this aspiration are some of the world’s most talented ocean scientists and engineers who are pushing the boundaries of knowledge about the ocean to reveal its impacts on our planet and our lives.  If you would like to support the people who go to impossible places to do impossible things, you can be part of making a difference.  The HR Coordinator position at Woods Hole Oceanographic Institution provides critical administrative and HR functional support for the Human Resources staff, and provides important customer service to employees and the WHOI Community at large. In many points of contact, this position is the “first WHOI impression” for inquiries from candidates and importantly for new employees joining the Institution. This position is the central hub of the team, working to support the various HR disciplines by performing a variety of administrative and HR tasks.

 

The internal working title for this position could be either Sr. Admin Assistant I/II. The final level of the position will be determined commensurate with the selected candidate's level of education & experience. This role is primarily located onsite in Woods Hole. 

 

WHOI offers an excellent benefits package with many great offerings.  Some highlights are a subsidy for dependent care (in addition to your base salary), flexible work arrangements, generous time off and a "best in class" retirement savings program.

Essential Functions

Administrative Support

  • Responsible for accurate document management and record retention including filing, archiving/unarchiving, and supporting the team’s efforts transition from a paper-based to digitized filing system
  • Monitor, review, code and submit expenses to comply with Institution procedures and policies
  • Manage and order inventory of office supplies
  • Assist with HR communications, mailings, and mail distribution to the team
  • Monitor, reconcile, and assist with aspects of departmental budgetary activity as assigned including processing purchase orders and associated invoices with Procurement; processing reimbursement and tracking of candidate interview and employee relocation expenses
  • Help maintain a clean and productive work plan by planning, scheduling and coordinating logistics for meetings, events and HR-sponsored seminars; ordering food; booking, setting up and cleaning rooms; ordering equipment for team members; helping clean kitchen, run and empty dishwasher, etc.
  • Fulfill employment verifications by monitoring appropriate signature authority and researching data
  • Responsible for working with Facilities to troubleshoot issues with the building’s infrastructure and subsequently monitoring and following up on work orders
  • Follow and revise procedures to open, close and lock the office each evening
  • Support HR management team including CHRO. 

HR Functional Support

  • Responsible for project planning and executing WHOI’s Annual Employee Appreciation Celebration, which includes managing a confidential award program and solicitation of raffle items, and public speaking.
  • Guide new employees through the onboarding process with effective communications and delivery of information, including introduction of Institution policies, coordinating activities and greeting/meeting with new hires on their first day to ensure they are set-up in all aspects as an employee
  • Perform error-free data entry and conduct associated quality control of data going into the HR system as assigned
  • Support administrative needs of the talent and benefit functions by posting jobs, making travel arrangements for candidates, supporting open enrollment activities, administration of certain aspects of benefit programs, and as assigned.
  • Respond to requests (internal and external) for employment related documentation.
  • Support the management of confidential electronic medical documentation for FMLA and leaves of absence

Customer Service

  • Deliver excellent customer service to the WHOI Community
  • Build strong relationships with HR staff, WHOI employees, and external customers to support HR objectives
  • Triage inquiries made to HR team, and handle requests as appropriate or refer the inquiry to the appropriate member of HR Team.  Inquiries may come in the form of walk-ins, emails, US mail or the main office phone line.
  • Manage the front desk area and flow of activities in the building to ensure atmosphere is conducive to friendly and efficient operations
  • Responsible for monitoring and taking appropriate actions with the general HR office email account

Compliance

  • Responsible for several key compliance programs, including but not limited to I-9 and E-verify programs
  • Meet critical compliance-driven deadlines such as urgent and important audit requests which includes pulling files, creating electronic copies and refiling paperwork
  • Monitor regulatory changes and take appropriate actions to update institutional employment law posters and maintain inventory of sexual harassment bulletins throughout campus
  • Keep abreast of federal and state record-keeping requirements
  • Handle and work with confidential information and material demonstrating a high degree of confidentiality and discretion

Education & Experience

Education:

Associate’s degree

Experience:

3+ years of administrative professional experience

Special Requirements

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. 

Physical Requirements

This position is mostly sedentary in nature and involves some repetitive motion such as with data entry.  There is also the occasional need for retrieving and replacing files that requires some bending, stooping, pushing and pulling.  This position will work alone as well as around and with others. Physical duties are subject to change. 

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