Senior Human Resources and Academic Affairs Coordinator

Department
 

PME HR, Faculty & Academic Affairs Staff

About the Department
 

The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, which was founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME’s rigorous academic and research programs are made possible through the University of Chicago’s unique partnership with Argonne National Laboratory. The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next growth phase as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront while training the next generation of scientific leaders and entrepreneurs. 

Job Summary
 

This role assists with providing customer service support for the human resources/academic affairs functions for the department with moderate guidance and supervision. Facilitates pre-board, onboarding activities and processes terminations. Monitors general HR mailbox and calls. Participates in academic affairs appointment case management and independently processes undergraduate and graduate employment appointments. Prepares and expedites faculty and employee payroll transactions and other transactional duties. Responsible for producing various HR analytics, reports, and presentations. Maintains employee electronic records. May interact with central human resources offices.

Responsibilities

• Liaison to all PME Themes and Student Employment Office 
• Independently completes visitor appointments, reappointments, and related visa requirements and paperwork. 
• In coordination with the Student Employment Office and PME Dean of Students Office, facilitates all HR-related activities for the PME student population. 
• Serves as the backup for the visitor’s process, working closely with the HRAA Manager, including maintaining the visitor population database in SalesForce and or FreshService.  
• Helps create PME HRAA checklists, SOPs, and training materials for various staff and academic training materials supporting more systematic and documented processes.   
• Completes HR pre-boarding requirements and systems set up for all incoming faculty, staff, and students. 
• Completes all HR onboarding items for faculty hires, authenticates faculty and staff I-9 documentation, and maintains employment verification records.  
• Writes and/or drafts department HR announcements. 
• Assists in the planning of the execution of employee engagement events. 
• Performs time clock audits, compares clock in/out time and entered time for employees to resolve inconsistencies. 
• Assists with producing the monthly HR Department Analytics, such as turnover report, overtime report, nepotism report, and compiles and tracks academic case deadlines and submissions.  
• Creates ad-hoc reports, analysis, and surveys as requested. 
• Tracks and facilitates compliance process of employees and faculty (annual compliance training). 
• Gathers data for annual equity analysis for staff positions. 
• Researches compliant faculty postings sites for external academic ads and maintains a posting database. 
• Assists HR Generalist in identifying potential entry-level candidates and may prepare interview schedules and reference checks for entry-level staff positions.  
• Manages student recruitment postings and student payroll requests. 
• Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Maintains appropriate human resources data and records. 
• May help counsel employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate to a high level of guidance. 
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Technical Skills or Knowledge:

• Knowledge of Microsoft Office and other relevant software.

Preferred Competencies