Personnel Associate, Recruitment & Onboarding (Temporary Assignment)

Personnel Associate, Recruitment & Onboarding (Temporary Assignment)

Job No: 496088

Department: HUMAN RESOURCES

Local Title: Personnel Associate, Recruitment & Onboarding (Temporary Assignment)

Budget Title: Personnel Associate

Work Type: Full Time

Location: Brooklyn, NY

Categories: Administrative, Human Resources

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

MC

Job Summary:

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate, Recruitment & Onboarding for a 1-year temporary assignment.

Reporting to the Recruitment and Onboarding Manager, the Recruitment and Onboarding Representative will be responsible for recruitment and onboarding of voluntary appointments, temporary assignments, and New York State employees including posting positions, onboarding candidates, reviewing background checks/minimum qualifications, and clearing candidates for hire.

Duties and Responsibilities Include:

Provide administrative support to the Talent Acquisition team including working on projects, initiatives, and other administrative duties as required

Assist with recruitment activities such as reviewing posting packages, posting jobs, and connecting with hiring managers

Ensuring relevant positions are filled via the civil service hiring process and that all civil service regulations are adhered to

Handle onboarding of new hires, data entry, and reviewing employment documents

Contact candidates to extend preliminary offer letter, schedule EHS appointments, and send onboarding documents

Meet with candidates at onboarding appointment to review onboarding paperwork (including I-9) and review next steps

Ensure all required background checks are complete (including work/education verification and license verification when applicable) and candidates meet minimum qualifications for position

Ensuring all background checks are done following standard work and policy; including obtaining all relevant clearances as part of background investigation process

Flagging any inconsistencies or concerns revealed as part of background check and discussing immediately with supervisor

Review file for completeness and send final notice to employee and department regarding clearance and start date

Be responsible for entering all professional and classified transactions into the HR systems

Responsible for processing all HR Voluntary Employee Transactions for purposes of tracking including: New Hires, Reappointments, Extensions, Promotions, Title Changes, Emeritus, Demotions, Separations, etc.

Review and processing of unpaid transactions consistent with Campus Policy, Medical Board and Academic Administration Guidelines

Responsible for processing All House Staff and External Rotators (paid and unpaid)

Liaison with external vendors to provide contingent staff resources to address the needs of the SUNY Downstate community

Process temporary staffing request from all departments and educate departments on approvals/paperwork required

Onboarding of temporary staff, including issuing temporary IDs and confirming receipt of required clearances

Reconciling temporary staffing agency monthly invoices to ensure timely payment

Establish orientation list, ensure new hires are notified of orientation, and manage the flow of orientation days

Responsible for daily management of HR's immigration functions, ensuring that all immigration files are complying in accordance to USCIS, Homeland Security, and Department of Labor

Coordinate immigration cases with SUNY Downstate contracted Immigration Counsel, including submission of case filings with USCIS and Department of Labor

Process all incoming immigration transactions

Liaise with HR Records Manager to ensure maintenance of records for all visas and permanent residency cases

Liaise with HR Records Manager to ensure maintenance of public access files in the accordance to US Department of Labor

Maintain records of Health Insurance Coverage, which is managed for J-1 Scholars

Process all J-1 requests in The Student and Exchange Visitor Information System (SEVIS) and issue DS2019 to the requesting department for the intended sponsor to obtain their visa and update status in SEVIS

Establish working relationships with key HR stakeholders and external vendors

Participating in regulatory, accreditation, and mock surveys (i.e. JCAHO, DOH, CMS, CAP, OMH, EMTALA, ESRD, etc.) if applicable

Maintaining accuracy and integrity of employee data in HR system of record

Support other HR staff and may perform specific tasks in the absence of others including fielding/directing HR related questions

Conducts quality assurance reviews of relevant documents to ensure accuracy, completeness, and compliance (with federal, state, local, and university regulations/guidelines) as applicable

Ensuring all relevant HR practices and policies are being followed

Resolve employee and business queries and escalate issues appropriately as needed

Work to provide excellent customer service to members of the organization at all levels

Perform accurate and timely completion, delivery, and communication of assignments

Works on Human Resources Special Projects as needed

Other duties and responsibilities as required

Required Qualifications:

Bachelor's Degree in Personnel, Business Administration, Public Administration, or related field

1 to 3 years of professional experience in personnel, preferably in higher education or the public sector

Working knowledge of one or more personnel functional areas

OR a satisfactorily equivalent of education, training and/or experience to the above required qualifications

Preferred Qualifications:

Experience in a Government Agency, University, and/or Hospital setting

Certifications or membership in Society for Human Resources Management, American Staffing Association, or similar

Excellent written and verbal communication skills and emotional intelligence

Exposure to applicant tracking systems and HRIS/HRMS

Knowledgeable of employment law and working knowledge of up to date search, interviewing, selection, and onboarding techniques

Knowledge of Human Resources policies and practices in HR core areas.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm

Salary Grade/Rank:

MP-5

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at or via email at .

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at

Advertised: April 05, 2024 Eastern Daylight Time

Applications close: