UNIV - HR Coordinator - Psychiatry: Administration Office

Job Description Summary

The HR Coordinator will perform human resource, administrative, timekeeping, immigration requests and other duties to support the department’s needs. This role reports to the HR Manager in the Department of Psychiatry & Behavioral Sciences.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Position Description: The HR Coordinator will perform human resource, administrative, timekeeping, immigration requests and other duties to support the department’s needs. This role reports to the HR Manager in the Department of Psychiatry & Behavioral Sciences.

Preferred Knowledge, Skills and Abilities: Experience with timekeeping policies and procedures. Experience working with WorkDay. Must have strong verbal and written communication skills. Must have great organizational skills and time management. Must contain the ability to handle data and information with confidentiality. Must be detail oriented.

Hours Per Week: 40, Fulltime

FLSA: Exempt/Monthly

Work Schedule: Hybrid

Duties/Responsibilities:

• 25% - Recruitment and Onboarding: Work with the Division Administrators/Business Managers, University HR Management, MUSCP HR Management to post non-clinical staff and trainee positions and other tasks, including: Process posting requests within all divisions in the department. Obtain necessary internal and external approvals. Post positions on the MUSC website and external sites when necessary. Follow up with Division Administrators and/or hiring managers to ensure that hiring guidelines are being followed by ensuring that all applicants in the hiring pool are dispositioned out. Send out necessary communication to new hires and other applicants for a smooth transition and keep supervisors informed along the way. Oversee that the new hires complete their onboarding tasks before their start date (employee health screening, administrative forms are complete (I-9, W-4, direct deposit and needed access is setup). Ensure that new hires are being informed of necessary information either on or prior to their start date (i.e. sending out department welcome emails). Hold new hire orientations in department with HR Manager for University and MUSCP employees once a month or biweekly.

• 15% Database Management: Ensure that all information is accurate and up to date in databases and folders such as the CoE folder (R drive), department folder (B drive), Box, OurDay, and the department spreadsheet. Save emails, applications, offer details, resumes and other important documents for all staff members. Save critical emails and documentation for current employees (i.e. reclassifications/additional duties, PD change, LWOP/LOAs, or similar life or employment changes) in a timely manner.

• 20% - Retention: Assist Division Administrators (DAs), supervisors, University HR and/or MUSCP HR with reclassifications, additional duties, and PD changes from start to finish for staff employees. This includes compiling and completing the necessary documentation for each request, ensuring that the documentation is accurate, obtain internal approvals, submit requests to University or MUSCP HR within a timely manner, retrieve approved recommendations from HR, gain internal approvals, send recommendations to DAs and HR Manager via email, work to ensure that the remaining documentation is signed and sent back to HR (if applicable), and enter changes into OurDay within the approved timeline for payroll changes.

• 15% - Timekeeping: Serve as timekeeper for staff in the Administration Office including the MUSCP and MUHA employees that fall under the admin office. Work with other department timekeepers to solve problems and answer timekeeping questions. Hold timekeeping trainings with HR Manager for divisions in department. Run biweekly reports for department (i.e. TIM0001, TTA0017, TTA0018) and work with timekeepers and supervisors on missing timecard submissions, absence approvals or related by the required COM deadline.

• 10% - Unpaid Individuals: Work with supervisors and Division Administrators on completing required paperwork for unpaid individuals. Follow up with volunteers and University HR to ensure they are completing the required onboarding steps to st