Employee Service Coordinator

COLLEGE CORNER; Charleston (SC); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Employee Tuition Assistance Program (

Job summary

The College of Charleston seeks an Employee Service Coordinator within Facilities Management to provide complex administrative support for the Director of Finance and Employee Services. The role includes coordinating recruitment in People Admin, preparing documentation, and managing calendars and agendas for FM Employee Services staff.

Required qualifications include a Bachelor’s degree in HR/business or 3 years HR experience, plus strong written and verbal communication and attention to detail.

Qualifications

• Requires Bachelor’s degree in human resources, business administration, management, or related field or minimum of three years progressively responsible HR experience.
• Excellent written and oral communication skills and attention to detail.
• Experience with blue-collar workforce is preferred. Prior supervisory and budgeting experience is helpful.

Responsibilities

• Plans, coordinates, and performs complex administrative support for the Director of Finance and Employee Services in Facilities Management.
• Coordinates recruitment in People Admin and maintains calendars and agendas for FM Employee Services.
• Prepares justifications, spreadsheets, and other materials; assists with EPMS documentation and reporting.
• Drafts position descriptions and coordinates interviews and training for department staff and supervisors.

Skills

MS Office

Organizational skills

Time management

Communication skills

Education

Bachelors degree in HR/Business or related field

Tools

People Admin

Job description

Please see Special Instructions for more details.

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

The Employee Service Coordinator plans, coordinates, and performs complex administrative support for the Director of Finance and Employee Services in Facilities Management (FM). Various responsibilities include preparing correspondence, drafting position descriptions, entering and coordinating recruitment in People Admin, preparing justifications, spreadsheets, and other support materials, as well as calendars and agendas. Plans and coordinates meetings, interviews, training, and events for FM Employee Services, ensuring that appropriate information is prepared and available. Coordinates and tracks training of department personnel. Assists with EPMS documentation, justifications and report compilation. Consults with the Director of Employee Services, VP, Directors, Associate Directors, managers and supervisors to draft and establish administrative and department policies, coordinate interviews and employee training/development, address recruitment issues, compose disciplinary actions, etc.

Bachelor’s degree in human resources, business administration, management, or a related field required OR a minimum of three years progressively responsible experience in a human resources or related setting including recruitment, hiring processes, employee training and development, curriculum design, performance management, and employee recognition/retention is required. Prior experience in a higher education setting is beneficial but not required. Excellent written and oral communications skills and attention to details is necessary. Human Resources experience working with blue-collar workers is preferred. Preference will be given to applicants with supervisory and personnel management experience. Finance and budgeting experience would also be very helpful. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Must have superior planning and organizational skills to complete and coordinate multiple complex competing projects within established deadlines. Attention to details and accuracy are essential. Must have the initiative to work independently and be self-motivated to perform duties with minimal supervision. Ability to coordinate diverse administrative functions, effectively plan/organize work activities and prioritize task completion according to schedules and goals is required. Must have tact and discretion for handling confidential matters and the ability to explain complex issues so that anyone can understand them. Must be skilled in making presentations and addressing questions. Must be able to establish and maintain professional and effective working relationships with individuals at all levels within and outside of the college and serve as a liaison with the Office of Human Resources, Budgeting and Payroll Services, and Environmental Health and Safety, etc. Must be proficient in Microsoft Office applications including Outlook, Excel and Word.

Additional Comments Regarding Position

The individual in this position must have initiative, be customer service oriented and highly motivated. Position is very demanding and requires good time management skills, patience, strong people skills and the ability to handle stress on a daily basis. Must be willing to work additional hours during peak times of activity for the department and when deadlines need to be met. May be required to be on campus prior to and immediately following all emergencies such as hurricanes, floods, snow and ice storms, etc.

Special Instructions to Applicants

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

• Employee Tuition Assistance Program ( ETAP )

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu .

1. Coordinates interviews for vacant positions to include finding and reserving a location, preparing paperwork with interview questions, setting up appointments with applicants, preparing interview packets, verifying references, preparing hiring justifications, etc. Performs other duties associated with employee recruitment such as composing/updating position descriptions, entering information into the online recruitment system (People Admin), screening applications to ensure the minimum requirements are met, coordinating recruitment with interview panels, etc. Ensures Director of Employee and Finance Services is kept informed on the status of recruitment issues.
Maintains complex databases to track and monitor salaries, FTE’s, staff rosters, and other position related statistics. Coordinates administration of all hiring and separation paperwork. Coordinates a variety of personnel maintenance functions for over 130 employees, including time and attendance, maintaining personnel records, temporary salary adjustments, and initiating and renewing temporary appointments. Suggests and assists with implementing improvements to departmental business operations. Works closely with the Employee Services Manager and the Finance Manager to ensure that the appropriate funding and budget is available to cover salaries offered for each position and the financial implications of hiring decisions.
Serves as a back-up for verifying the accuracy of and processing of all departmental time sheets and leave reports.

Essential or Marginal

Percent of Time

Percent of Time 35

Activity

2. Plans and coordinates employee safety training classes, working closely with the Director of Environmental Health and Safety to provide administrative support. This includes the development of an on-line safety training program. Also, plans and coordinates a variety of other employee training classes, to include EPMS and HR related classes, supervisory training, professional development, trade related training, etc.
Reserves the conference room or other training venue, identifies employees required to attend each training class, tracks employee attendance and ensures training is offered according to training schedule and department workload. Ensures supervisors and employees attending the training are advised/invited and pertinent individuals are kept informed on the status of training.

Essential or Marginal

Percent of Time

Percent of Time 25

Activity

3. Assists Manager of Employee Services (FM) on various projects by tracking data and creating reports, spreadsheets, justifications and statements which will assist in making projections and long-range planning decisions. Updates FM organizational chart and assists with keeping it current. Oversees organizing and maintaining electronic personnel files, creates new electronic and hard-copy files, updates reports and provides statistics for Sightlines, FPI , Assessments, etc.
Assists with the IWMS Administrator to support data entry in the college’s work management system. Assist with training opportunities within the facilities departments regarding work management system. Assist with reporting / reviewing customer complaints using the AiM system as needed to assist with Department Heads to ensure proper follow up is completed.

Essential or Marginal

Percent of Time

Percent of Time 15

Activity

4. Assists with ensuring that department personnel follow the appropriate procedure for reporting work related injuries and illnesses in a timely manner. Serves as point of contact on Worker’s Compensation issues. Works closely with the Director of EHS to report all campus Worker’s Compensation injuries and follows procedures to include filing incident reports with the State Accident Fund and arranging for injured workers to receive appropriate treatment. Works closely with Director of Environmental Health and Safety to coordinate required safety training and maintains appropriate records to document training and refresher training attended by each employee. Administers the FM division on-boarding and orientation process for new employees.
Assists in the development, assessment and revision of FM policies and procedures. Assists with investigating employee complaints, provides input on disciplinary actions, and coordinates with the Director of Employee and Finance Services and the Office of Human Resources to obtain approval to proceed with specific disciplinary actions. Coordinates employee recognition efforts, as needed. Assists with planning and coordinating numerous activities and events for departmental personnel in conjunction with various areas of the FM division. Researches and compiles relevant information for meetings and briefs supervisors on important issues. Communicates departmental information to supervisors in meetings, reserves conference room, prepares agendas, and sign in sheets, and sends meeting invitations to appropriate individuals. Attends meeting and takes minutes, and follows up on open items from meetings.
Participates on committees, projects, and task forces as appropriate. Provides administrative support, including but not limited to answering phones, making appointments, routing messages, scanning, copying, filing, electronically storing documents and campus deliveries and deposits.

Essential or Marginal

Percent of Time

Percent of Time 20

Activity

Assist Supervisors with time/attendance reporting. Ensuring all employee timesheets / leave reports are completed successfully and on time. Audits timecards to report OT for shops.

Essential or Marginal

Percent of Time

Percent of Time 5

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • Chronicle of Higher Education
  • CofC - Alumni Career Services
  • College of Charleston Website
  • Diverse: Issues in Higher Education
  • Glassdoor
  • Handshake
  • HigherEdJobs
  • Indeed.com
  • Internal Job Posting
  • jbcjobs (Joint Base Charleston Military & Family Readiness)
  • Job Fair
  • LinkedIn
  • Monster.com
  • Personal Referral
  • Post and Courier
  • Public Job Posting
  • SC Works (SC Department of Employment and Workforce)
  • Twitter
  • Word of mouth
  • Other
  • National Labor Exchange
  • CareerBuilder

Required Documents

• Resume

Optional Documents

• Cover Letter / Letter of Application
• Other Document
• Other Document 2
• Other Document 3
• Form DD 214