Talent Acquisition & Onboarding Associate

SUNY Downstate Medical Center; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate in Talent Acquisition & Onboarding to manage recruitment, onboarding, and immigration matters for a diverse workforce.

The role involves coordinating with departments, handling background checks, I-9 processing, and ensuring compliance with civil service regulations across onboarding and staffing processes.

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.
• Satisfactory equivalent combination of education, training and experience.

Responsibilities

• Provide administrative support to the Talent Acquisition team and assist with recruitment activities.
• Ensure civil service processes and regulations are followed in hiring.
• Oversee onboarding of new hires, including I-9 and background checks.
• Maintain HR records and enter transactions in HR systems.
• Coordinate immigration and visa-related processes with counsel.
• Liaise with external vendors and manage temporary staffing.
• Deliver quality customer service to internal stakeholders.
• Support regulatory surveys and accuracy of employee data.

Skills

Customer service

Communication skills

HR policies

Education

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

Tools

Applicant Tracking Systems

HRIS/HRMS

Job description

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate, Talent Acquisition & Onboarding.

Reporting to the Assistant Director of Human Resources, Talent Acquisition and Onboarding, the Talent Acquisition and Onboarding Associate 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 elevate 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

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate, Talent Acquisition & Onboarding.

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 satisfactory equivalent combination of education, training and experience

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