Workforce Planning Specialist (Human Resources Associate); HR - Administration

NYC Health + Hospitals; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

South Brooklyn Health Hospital in New York City seeks an HR Coordinator to manage vacancy processes from need through posting. The role involves coordinating with hiring managers and overseeing WAPS/ARF activities, reporting, and approvals.

The position requires strong communication, multi-tasking, and proficiency with HR systems such as PeopleSoft, Oracle, and Google Suite. You will support HR projects and regulatory readiness within SBH.

Qualifications

• Bachelor’s Degree in HR, Business, Healthcare Admin, Psychology, Communications or related field.
• Associate’s Degree with 2 years HR-related experience and strong interpersonal skills.
• Excellent communication and leadership abilities are required.
• Proficiency with database systems such as PeopleSoft and Oracle, and MS Office tools.

Responsibilities

• Coordinate and oversee SBH vacancies from need identification to posting.
• Input ARF requests as drafts in WAPS and export reports for Wage & Salary review.
• Submit approved positions into Central Office WAPS.
• Maintain oversight of ARF approvals and notify the Director of Recruitment.
• Run reports to track approval process and draft submissions.
• Attend VCB meetings and present each ARF to stakeholders.
• Notify hiring managers about approvals or denials of positions.

Skills

Excellent communication

Ability to work with all levels of sta

Manage processes and create training

Experience managing multiple projects

Strong research and analytical skills

Experience with Google Suite

Education

Bachelor’s Degree in HR/Business/Healthcare Administration

Associate’s Degree / 60 credits with 2 years’ related experience

Tools

PeopleSoft

Oracle

Microsoft Office

Outlook

Job description

Marketing Statement

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

Duties & Responsibilities

Responsible for the coordination and oversight of all South Brooklyn Health’s vacancies from identification of need to posting. Assist with various HR related projects.

Summary Of Essential Duties And Responsibilities

WAPS (Workforce Action Planning Systems)

• Act as a liaison between the hiring managers regarding the status of their positions
• Input new ARF requests as "drafts" in WAPS; export file to prepare reports for Wage & Salary and Finance review with a final version to be presented at VCB meeting
• Submit approved positions into the Central Office approval system – WAPS (Workforce Action Planning Systems)
• Maintain oversight of approvals of Action Request Forms (ARFs) in WAPS; notify Director of Recruitment to distribute the approved positions for posting
• Run reports on a regular basis to track approval process and draft submissionsli>

VCB (Vacancy Control Board) process

• Work with the Director of Recruitment on workforce recruitment strategy for all departments
• Create and update tracking reports in Google Sheets
• Work with Wage & Salary on personnel transactions
• Work with Finance to ensure funding is available for the requested position
• Attend Vacancy Control Board (VCB) meetings and present each ARF
• Notify the hiring managers regarding approvals or denials of positions

ARF (Action Request Form) & Position Management

• Assist hiring managers with completing Action Request Forms (ARFs) for backfills, upgrades, new positions, position changes, etc.
• Review and confirm that all required information is complete and accurate on the ARFs; review PeopleSoft for position management (confirm open line, position #, salary info & funding source, etc.)
• Review and confirm the appropriate justifications and updated functional job descriptions are submitted; share feedback on edits/adjustments as needed
• Make changes for Position Management into PeopleSoft
• Review HR Portal to confirm Minimum Qualification Requirements (MQRs) and verify salary ranges
• Research title requests from hiring managers to recommend positions and salaries to meet the needs of the department
• Compile approved functional job descriptions in the SBH-Recruitment folder

Training & Process Review

• Train departments and leaders on the WAPS (Workforce Action Planning Systems) and ARF
• Propose workflow timeline for submissions & make recommendations for process optimization
• Develop communication and email templates for ARF & ASF/WAPS process
• Assist with HR related projects, including regulatory preparedness, hospital events, and any additional ad-hoc projects as assigned

Minimum Qualifications

• Bachelor’s Degree from an accredited college or university in Human Resources Management, Business Administration, Public Relations, Healthcare Administration, Psychology, Communications or a related discipline; or
• Associate’s Degree or sixty (60) credits towards completion of a Bachelor's Degree from an accredited college or university in a discipline listed in 1 above or a related discipline; and two (2) of relevant experience in human resources or personnel administration, employee relations, learning and development, talent acquisition, customer service (involving dispensing information and resolving customer concerns), or in a related function requiring strong interpersonal, communication, and leadership skills and proficiency with technology, such as database management, Outlook, Peoplesoft, Oracle and other Microsoft Office applications.

Knowledge, Skills, Abilities And Other Requirements

• Excellent communication
• Ability to work with all levels of staff
• Manage processes and create training modules
• Experience managing multiple priorities/projects
• Strong research and analytical skills
• Experience with Google Suite
• This job is located at South Brooklyn Health Hospital