"Human Resource Representative (2135)"

The primary focus and function of this position is to provide intermediary support to the Office of Human Resources, primarily in the recruitment, hiring, and onboarding efforts for the SIU School of Medicine. To be effective, this requires that the incumbent have a general knowledge of specific state and federal laws governing employment, the State Universities Civil Service System (SUCSS) statute and rules, and numerous OHR, School of Medicine (SOM) and University policies and procedures.

Talent Acquisition 75%

• A. Data entry, tracking, and maintenance of the Applicant Tracking System (ATS). Assisting HR Business Partners, departments users, and applicants during the hiring process, with specific questions about the system.
• B. Process applicant communication related to application materials through the ATS.
• C. Generate weekly communication to all SOM employees and general public contacts regarding current vacancies.
• D. Actively list and maintain open vacancies on targeted job and social media sites for increased recruiting efforts.
• E. Order and process Background Investigation checks in the hire offer process.
• F. Work with the Talent Acquisition team in closing out all vacancies in the ATS, finalizing recruitment files, and preparing materials for new hire onboarding; this includes the gathering of all required paperwork from the TA team, departments, and new hires.
• G. Create recruitment/vacancy agenda/report for weekly team meeting.
• H. Coordinate administration of the employee referral program, RAP (Recruitment Ambassador Program)
• I. Assist in the planning, coordinating, and promotion of job fairs and/or open houses at SOM.
• J. Assist the Internship Coordinator with internship, job shadow, and trainee program activity.
• K. Assist the Extra Help Coordinator in the tracking of hours and necessary paperwork.
• L. Process paperwork associated with internal job changes, including Change of Assignment.
• M. Preparation of reports from the ATS, Laserfiche, and other sources to assist in metric tracking. Preparation of monthly, annual, audit and ad hoc reports, as required by SUCSS and/or management.
• N. Other duties as assigned in support of all talent acquisition activity.

Other Department Administrative Support 25%

• A. Daily backup of reception staff, to provide coverage when office staff is unavailable. To include answering of phones and greeting and aiding of visitors in a respectful, welcoming manner.
• B. Monitors and responds to emails sent to centralized mailboxes.
• C. Supports the onboarding and New Employee Orientation processes, including the production of course materials, checking in of new hires, the execution of onboarding checklists, and the collection of onboarding paperwork.
• D. Assistance with personnel files, including scanning and organizing files for record retention and efficient retrieval.
• E. Performs entry, queries, and maintenance to databases.
• F. Researches, compiles, and conducts analyses to support HR projects, as assigned.
• G. Other special projects and miscellaneous tasks and reports as requested by supervisor or other HR managers, including activity to provide back-up coverage of other support staff in the department.
• H. Identify opportunities for efficiencies and process improvements for HR workflows.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or any combination totaling two (2) years (24 months) from the following categories below:
   1. course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
   2. progressively more responsible work experience maintaining, monitoring, and/or processing human resource records and reports.

Knowledge, Skills and Abilities (KSAs)

1. Knowledge of principles and processes for providing customer service.
2. Knowledge of basic arithmetic, algebra, statistics, and their applications.
3. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
4. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
5. Ability to communicate effectively for the needs of the audience.
6. Ability to perform repetitive duties and detailed work accurately.
7. Ability to work with frequent distractions.
8. Ability to work with electronic data processing hardware and software.
9. Ability to interpret work related documents, policies, and procedures.
10. Ability to process and handle confidential information with discretion.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.