Bay Path University Hiring for Human Resources Support Specialist at Longmeadow, MA Full Time

Category:: Administrative / Staff
Subscribe::
Department:: 01-53-5377-Human Resources
Locations:: Longmeadow, MA
Posted:: Aug 21, 2023
Closes:: Open Until Filled
Type:: Full-Time Hourly (Non-Exempt)
Position ID:: 166485

About Bay Path University:

When Bay Path opened its doors to students in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to prepare students to not only meet the needs of companies, organizations, and communities but to also thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student…to start them on the road of success. That spirit and philosophy is best reflected in our shared vision, “At Bay Path, every learner’s dreams of a better career, a richer life, and a brighter future will be realized.”

Recognizing that our learners come first, we know it is equally important that we develop, cultivate, and sustain a culture that binds us together as a community. As part of the University’s ongoing commitment to diversity, equity, inclusion, and belonging, we draw upon our eight Core Values-beliefs that provide the internal framework and a moral compass for how we work and interact with each other.

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges and Graduate Programs by The Chronicle of Higher Education Almanac, and is a member of the Women’s College Coalition. With a main campus in Longmeadow, MA, and a satellite location in East Longmeadow, MA, Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.

For 125 years, we have been committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or We Empower Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change. Be Bay Path.

We invite you to visit our website at www.baypath.edu where you can learn more about Bay Path University.

Job Description:

Supervisor: AVP for People and Culture
Status: Full-Time
Hours: 8:30 to 5:00pm
Job Location: Longmeadow
Exempt (Yes/No): No

JOB SUMMARY:

The Human Resources Support Specialist plays a crucial role in supporting the AVP and various HR functions, managing the day-to-day tasks, handling communications and supporting the overall operations of the Human Resources Department. The Human Resources Support Specialist must possess excellent communication and office skills; is pleasantly engaging; is able to multitask; is team-oriented; and strives to resolve challenges when they arise. As a front-line representative of the Human Resource Department, the HR Support Specialist must strive to possess basic knowledge of all HR departmental functions of the employee lifecycle. They will also maintain a service-oriented, positive, helpful, constructive attitude and work relationship with colleagues and the Bay Path community. The Human Resources Support Specialist works closely with the Assistant Vice President of the department with overall department coordination and projects.

ESSENTIAL JOB FUNCTIONS:

• Act as the first point of contact for visitors to HR. Answer incoming calls, screen calls and refer to the appropriate person or department. Monitors HR general email and responds accordingly.
• Supports the AVP with scheduling and meeting preparations and logistics.
• Handles all HR communication including drafting and distributing campus-wide HR email communications, the HR Community Members Update email, producing the HR Newsletter, and maintaining the HR page on Pathify.
• Assist in the preparation and distribution of internal communications related to HR updates, policies, and announcements. Coordinate the annual University policy notice and Conflict of Interest acknowledgment process.
• Responsible for ordering and posting current labor law workplace posters.
• Maintains HR shared drive and the HR policies and procedures in the shared drive, keeping them current and aligned with legal regulations and industry best practices by collaborating with HR peers.
• Completes change of status for personnel updates and updates and maintains personnel files to document status changes.
• Maintains the organizational chart for the University.
• Assist with processing termination paperwork for adjunct and part-time employees. Assist with maintenance of Google doc of terminated employees and coordinate the retention of termed personnel files.
• Assist with new personnel file creation
• Responsible for filing employee documents in personnel files.
• Coordinates the logistics for various meetings (in person and virtual) including scheduling meetings, managing correspondence, booking meetings room, ordering food and completing agendas and meeting minutes.
• Assist with the New Hire Orientation including assisting with the coordination of speakers, room booking, materials and ordering food; assists with day of room set up for Orientation, greeting new hires and speakers and assisting in finding room location.
• Oversees event planning and coordination of community and holiday luncheons with the necessary departments, including food service, room reservations, invitations, and timely ordering of the employee service awards. Prepare invitations for retirees and special guests for holiday luncheon and other events as requested.
• Inventory and order office supplies, paper, and other supplies as needed. Monitor office supply budget to ensure funding is available through the year and prior to placing orders.
• Arrange for the timely ordering and delivery of employee hospitality gifts (births, deaths, marriages, etc.).
• Assist with employee benefits programs, answer employee queries, and assist with open enrollment processes.
• Assist in coordinating employee training and development initiatives, including scheduling workshops and ensuring training materials are accessible.
• Assist with job description updates, including formatting documents and maintaining the job description database.
• Assist when needed with I-9 Process including completing I-9 forms, verifying I-9 documentation and maintaining documentation.
• Actively participate and contribute to ongoing HR Initiatives & Programs. Assists with specific projects as assigned.
• Assist in the preparation of HR reports and metrics, analyzing data to identify trends and provide insights to HR management.
• Collaborate with the HR team to support diversity, equity, and inclusion initiatives within the organization.
• Maintain confidentiality and use discretion concerning personnel actions, legal actions, separations, other confidential information of employees and students.
• Maintains the ethics and standards of the Human Resources profession.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

OTHER RESPONSIBILITIES:

If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the College and cooperation of all personnel is expected to carry out the mission.

Requirements:

• Bachelor’s Degree preferred and at least 2-3 years of administrative office experience required
• Experience working in higher education is preferred.
• Excellent communication and office skills; is pleasantly engaging with the ability to multitask; team-oriented; and strives to resolve challenges when they arise.
• Detail-oriented, strong organizational skills, able to meet deadlines.
• Able to exercise initiative and independent judgment.
• Highly skilled in Microsoft Office and Google Drive; proven ability to effectively manage spreadsheets and databases; experience with Visio is a plus.
• Independent, assertive collaborator with calm and supportive approach in a lively work environment; strong productivity focus and well-developed self-leadership skills.
• Ability to handle confidential and sensitive information with discretion and within FERPA and HIPAA guidelines.
• Ability to interpret and apply policies and procedures.
• Knowledge of principles, methods and practices related to HR and Payroll is preferred.
• Willingness and ability to be flexible with the daily workflow and assignments.
• Willingness to work a flexible and extended schedule when necessary.
• Ability to adhere to University policies and procedures.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• Should be committed to a culture of diversity, equity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones’ own.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.

Additional Information:

Commitment to Diversity, Equity, and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

Application Instructions:

Applicants for this position should attach a cover letter, resume / curriculum vitae, and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.

Bay Path University is a smoke and tobacco-free community.

All offers of employment are contingent on satisfactory background checking.

In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at [email protected] or call 413-565-1157.