Mount Saint Mary’s University Looking for Coordinator, Health and Wellness, Human Resources Department Full Time

Company Description:

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Job Description:

The coordinator provides a full spectrum of Human Resources (HR) support and office management responsibilities to the department. Assists with employee, benefits and wellness-related programs, processes, and systems. All wellness-related programs are aligned with the mission of the University and the strategic plan. In addition, the coordinator assists with the execution and development of all administrative support systems, as well as other departmental projects. This position is under the supervision of both the Assistant Director of HR and the Recruitment and Engagement Manager.

Work Location: Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)

Start Date: Immediately

Applications Deadline: Open until filled

Position Hourly Rate: $22.00

Hiring salary can be above the posted pay range if candidate’s qualifications are determined to be above the minimum requirements of the position description.

Duties and Responsibilities:

1. Human Resources Department Support:

• Provides administrative support to the HR department.
• Oversees HR general office operations, equipment supplies, mail, etc. screens and prioritizes incoming calls and department e-mails. Responds to inquiries or requests for information or refers to other Human Resources personnel, as appropriate.
• Assists with oversight for all HR Student Office Assistants. Provides appropriate preparation for department and student worker engagement opportunities including the inquiry, application, experience, reflection, debriefing, on-boarding, and assessment processes. Schedules and assigns or prioritizes workloads. Sets appropriate deadlines. Follows-up to ensure quality control.
• Ensures compliance and adherence to established departmental processes.
• Manages the revamping and maintenance of myMSMU’s HR intranet page. Reviews and updates all departmental HR forms annually to ensure processes are effective and to identify any gaps or needs for further assessment.
• Provides coordination of HR Department Calendar, inclusive of Wellness Events/ Employee Engagement and Programming.
• Maintains and provides University-wide HR email communication per the University branding guidelines and maintaining any department related information posted throughout the University on the department bulletin boards.
• Creates and implements electronic forms for processing via Perceptive Content online system for HR department as needed.
• Assists with tracking, organizing, and processing of all department invoices through Accounts Payable. This includes processing: invoices, check requests and disbursements tied to Employee Recruitment and Engagement needs/events, assists with monthly Benefits billing reconciliation, and any Senior Director related needs.
• Provides administrative support to the HRIS Manager with Staff e-filing as needed. In addition, provides weekly updates to the HRIS Manager upon changes made.

2. Wellness Event Planning and Programming:

• Produces documents, marketing flyers and other wellness-related forms/brochures using various programs i.e., MS Office suite (Word, Excel, and PowerPoint), Canva and any other software identified to support the HR Department and Wellness priorities.
• Assists with design, administration, event planning and coordination for wellness- related programs (i.e., Health and Wellness Fair, Farmer’s Market, Wellness Lunch and Learn programs, Flu Shots, and other Wellness/HR-related activities/programs). This inclusive of scheduling, advertising, room reservations, room setup plans, coordinating catering, equipment and supplies, onsite day-of assistance, etc.
• Accesses internal University systems, i.e., 25Live to schedule space, time, and parking for each event.
• Helps provide one-on-one training and instruction to student workers for various tasks connected to producing wellness-related events/programming.
• Assists in the documentation and evaluation of each wellness event/program.
• Works with internal departments: Event Management, Food Services, Facilities, and HR to develop, promote and execute all Human Resources sponsored events.
• Assists in the development and maintenance of relationships with Costco and various other Produce Vendors to secure favorable pricing on the goods needed for our Farmers Market events.

3. Benefits Support:

• Helps the HR Assistant Director with on-going New Hire notifications for benefits enrollment.
• Assists with Unemployment requests for information from key departments and uploads to process with third party site.
• Acts as back-up to Assistant Director with Worker’s Compensation reporting.
• Assists and coordinates processing of Tuition Waivers for Staff and Faculty.
• Assists with maintaining benefits files.

4. Employee New Hire and Separation Support:

• Assists the HR Employee Recruitment and Engagement Manager, when needed, in support of the Staff Recruitment Process (i.e., preparing position descriptions, creating job ads, posting job ads, posting job ads via an external third-party vendor, University website and elsewhere as required).
• Aids and support to managers, administrators, and supervisors with the hiring processes, as needed. This includes assistance with the Applicant Tracking System and log-in/use, processing background checks; and generating employment offer letters.
• Acts as back-up in coordination placement activities for temporary workers. Liaises with hiring managers and temporary agencies. Guides hiring managers through the administrative process to secure and manage temporary employees.
• Helps with coordination of on-boarding of New Hires. Collects and verifies required New Hire documentation and processes accordingly, and as needed.
• Assists with creating and maintaining personnel files, as needed.
• Supports the HRIS Manager with creating profiles for new hires in ReviewSnap, performance management system, as needed.
• Aids with coordination of Separations. Creates and provides Staff and Manager’s with required Separation documentation. Acts as liaison between Payroll and HR to ensure final pay is issued accordingly.
• Assists with creating and maintaining separation files.
• Management of processing of the exit surveys, in partnership with the HR Employee Recruitment and Engagement Manager and the Sr. HR Director.
• Supports the HRIS Manager with terminating Staff profiles in the ReviewSnap, performance management system, as needed
• Participates and provides assistance with the Staff New Hire Orientation., inclusive of the upkeep of slides/video.
• Supports the HRIS Manager in processing and entering Staff changes (i.e. new hires, separations, and changes in status) into our HR/Payroll systems. Ensures processing aligns with Payroll deadline dates. Provides weekly updates to the HRIS Manager upon changes made.
• Provides support to the HRIS Manager with Departmental and University Surveys, as needed.

5. Training and Development Support:

• Assists with coordination of employee training requirements to ensure completion and compliance requirements are met.

Other Duties and Responsibilities:

• Occasional hours outside of normal work hours may be required for events (early arrivals for meeting deliveries for Farmers Markets). All effort will be made to respect the Office Assistant’s normal hours of work.
• Represents the Human Resources’ Wellness Program to faculty, staff, and students, and other appropriate groups and individuals.
• Stays informed of developments in field. Reads pertinent literature, attends meetings, and participates in professional associations as appropriate. Establishes and maintains an active network of professional contacts. Attends University-wide events while representing the HR Department, as needed.
• Coordinator will be required to attend University and/or HR events, trainings, and meetings, etc. on and off site.
• Performs other duties as assigned.

Requirements:

Knowledge: 

• General understanding of the overall aspects of producing an event on a University campus.
• Basic knowledge pertaining to wellness and Human Resources with the emphasis on employee engagement.

Abilities and Skills: 

• Ability to communicate with accuracy, poise, diplomacy, and confidentiality while interacting with a broad range of people, to include employees and vendors
• Able to sit for long periods and carry moderate loads.
• Ability to organize and plan work and projects including handling multiple priorities.
• Sound judgment, detail orientation, and analytical ability.
• Must be able to take initiative, problem solve, and have a high level of professional customer service
• Basic Math Skills
• Spanish Language proficiency highly desired
• Previous on-boarding/recruitment experience is preferred
• Experience with Applicant Tracking System (ATS) platforms
• Ability to maintain employee confidentiality
• Demonstrated effective oral and written communication skills
• Excellent interpersonal skills required.
• Self-starter with strong interpersonal skills who can relate to all employees ranging from entry level to leaders.

Education: 

• Bachelor’s degree is required.

Experience: 

• Minimum 1-2+ years of administrative or Human Resources experience, preferably in a higher education environment or non-profit environment preferred.
• Interest in pursuing a career in higher education, human resources and/or wellness is preferred
• Previous experience working in Human Resources and with staff and faculty to facilitate events.

Additional Information:

Mount Saint Mary’s University’s commitment to equity, diversity and justice (EDJ) is steeped in the tradition and legacy of the Sisters of St. Joseph of Carondelet (CSJ), our Catholic identity, mission and values. We are unwavering in our pursuit of inclusion, belonging and antiracism. We aspire to achieve our love of dear neighbor without distinction, which permeates all forms of social identities and human experiences.

We honor and celebrate our similarities and differences. We are committed to the full inclusion of the entire Mount community. Due to historical legacies of exclusion, we offer particular care for underrepresented populations. We define diversity in the broadest sense, including but not limited to, age, differences in culture, citizenship status, disability, family status, gender, gender expression, gender identity, generational history, genetic information, geographic origin, language, political perspectives, mental and physical ability, military service, national origin, race and ethnicity, religion, sexual orientation, size and socioeconomic class.

Welcoming individuals from a variety of backgrounds improves and enriches our learning, living and working environments. Any breach of these values harms our community. Mount Saint Mary’s University transforms its culture through the radical pursuit of institutionalized change. We strive for a campus where students, staff, faculty, alumnae and all whom we encounter feel welcomed, valued and are supported to reach their full potential.

As we pursue our never-ending journey toward a more equitable, inclusive and antiracist campus in our richly diverse community, we welcome you. 

Application Instructions:

Please submit a resume and cover letter with your application.

Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters.    

A background check will be required.  

Employees may disclose their COVID-19 vaccination status with MSMU’s Human Resources on a voluntary basis. Some MSMU clinical healthcare partners may require proof of COVID-19 vaccination to work at their facilities. If required, your academic division will inform you.