Description

The Recruiting & Onboarding Coordinator position is responsible for managing the recruiting and onboarding of new employees, including, supporting the full cycle recruiting process and transition through onboarding. As the first point of contact for hiring managers to support the recruiting process and new employees for onboarding 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 coordinate the onboarding of the Federal Work-Study program student workers including ensuring onboarding and coordinating work authorization notifications to hiring managers and students seasonally. 

This position will use and manage the personnel notification form process for new employees, reviewing forms for compliance with university policy and all applicable federal, state, and local legal and regulatory information.

Examples of Duties

Recruiting

• Identifies, recruits, interviews, and facilitates the hiring of qualified job applicants for open positions; collaborates with departmental managers to understand the skills and competencies required for openings in order to understand needs and maximize selection performance. Utilizes cold calling techniques, as needed. 
• Ensures positions are posted in high impact locations.  Provides research on various job boards to ensure department’s recruiting budget is optimized.
• Must be able to analyze the knowledge, skills and abilities of candidates to assist in a successful hire. Must be able to utilize a behavioral based interview approach and influence interviewers to utilize the same model.
• In consultation with departments, creates job descriptions and ensures consistency with industry standards in Higher Education. Ensures appropriate salary levels are assigned to each position to ensure equity and consistency within job families. 
• Ensures selection committee members are aware of all applicable laws regarding the interviewing and selection process in order to eliminate risk and exposure to EEO charges and lawsuits.
• Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff. 
• Maintains accurate records of active job openings and received applications.  Ensures compliance with all applicable laws and regulations associated with recruiting, selection and reporting as defined by the DOL, EEO etc. including job logs, FTE reporting, etc.

Onboarding

• Acts as a facilitator for new employee orientation, including but not limited to: Presenting, scheduling, reserving space, timely communications to both attendees and presenters and ordering refreshments.  Identifies enhancements and processes improvements on an ongoing basis. 
• 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 NeoEd Onboard.
• Manages the employment & payroll forms, and other compliance processes during the onboarding process. 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 NeoEd Onboard. Document and sign I-9 documents, utilizing NeoEd Onboard.
• Manages the personnel notification process for new employees in conjunction with their onboarding.
• 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 NeoEd Onboard.
• Supervise Work Study students assigned to HR.

General HR Support

• Provide cordial, prompt and helpful assistance to applicants, faculty, staff, students and visitors.
• 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.
• 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.
• Coordinates the Annual Staff Awards ceremony and luncheon.

Additional Responsibilities

• 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.

Typical Qualifications

Required Education, Experience, Skills and Abilities:  

• Minimum 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.

 
PHYSICAL REQUIREMENTS:

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

In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an annual security report.  That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police.  University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described.  Campus crime statistics as defined under this law for the last three calendar years are included.  A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department. 

Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran's status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.