Onboarding & Employment Coordinator presso Loyola University - New Orleans, LA

About the Department

The Onboarding & Employment position is responsible for managing the onboarding and new hire processes, including, ensuring all forms and required training are completed timely. As the first point of contact for new employees and hiring managers for these processes, this position will coordinate and manage the communication between the university and new employees as they transition into their new positions. This position will also act as the Coordinator of the Federal Work-Study program including ensuring onboarding and coordinating work authorization notifications to hiring managers and students seasonally. This position manages the personnel notification form process, reviewing forms for compliance with university policy and all applicable federal, state, and local legal and regulatory information.   

Position Duties

Essential Functions:

• Manages onboarding processes with hiring department and new employees to complete necessary employment forms and training in HR and follows up with department or employee if not completed in a timely manner, utilizing NeoGov Onboard.
• Provide cordial, prompt and helpful assistance to applicants, faculty, staff, students and visitors.
• Manages and reviews all incoming Personnel Notification Forms for compliance and routes through the appropriate processes for administration.
• Manages the employee setup into HR systems for onboarding and employment. Maintains accurate information and changes in the systems, as needed.
• Manages filing and recordkeeping requirements for HR.
• Prepare accurate, professional and grammatically correct communications including, but not limited to letters, memos, surveys, reports, forms, work orders.
• Be familiar with HR Policies and Procedures.  Answer basic questions referring to manual or refer question to appropriate area.
• Assist applicants and employees with completing required forms, including, but not limited to applications, I-9 forms, tax forms, direct deposit forms, benefit forms, etc., as needed, utilizing NeoGov Onboard.
• Document and sign I-9 documents, utilizing NeoGov Onboard.
• Complete termination process, including mailing out Separation 77 Forms and mailing out Exit Interview forms.
• Respond to student Separation Information Requests from the state.
• Answer departmental telephone lines in a clear and professional manner.
• Coordinates the Annual Staff Awards ceremony and luncheon.
• Federal Work Study Program
  • Coordinates employment onboarding for the Federal Work Study Program, and close coordination of payroll with Student Employment in the Career Development Center, utilizing NeoGov Onboard.
  • Supervise Work Study students assigned to HR.
• Additional Duties
  • Recommend continuous improvements to present work processes.
  • Make professional, mature and accurate decisions even in the absence of written policy.
  • Maintain open and regular communications with all staff in the Human Resources Department.
  • Backup for departmental budget information and maintenance, working with Procurement regarding supplies, orders, or invoicing, as needed.
  • Assist with special projects as assigned.  
  • Perform additional duties as assigned.

Minimum Qualifications

Required Education, Experience, Skills and Abilities:  

• Bachelor’s degree in a relevant field.
• Minimum two years’ prior Human Resources experience.
• Proficient in Microsoft Office Suite, Google Suite, and standard software. Knowledge of Colleague HR and/or NeoEd preferred.
• Excellent written and verbal communication skills required.  
• Ability to edit, design and proofread material including, but not limited to forms, job descriptions, reports, memos, policies, surveys and handbooks.
• MUST maintain confidentiality of all HR matters.
• Ability to manage multiple duties simultaneously and accurately.
• Ability to exercise initiative and professional judgment even in the absence of policy.
• Ability to be congenial, tactful and courteous with individuals, even when times of stress or excessive workload prevail.
• Excellent telephone skills.  Ability to speak in a clear, distinct and professional manner.

• Ability to complete above duties with or without reasonable accommodations.