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Human Resources Specialist, Recruitment

Background
Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.
As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.
Responsibilities
The Human Resources Specialist, Recruitment position provides confidential, administrative, and project support primarily to the Associate Director of Recruitment and Workforce Planning Function. This incumbent also provides Tier I human resources support to staff, faculty, student employees as it pertains to general human resources operations.
1. Assisting the Recruitment Function: Train users how to create a job request and set approvals. Implement the recruitment plan which includes establishing electronic recruitment folder(exam plan) capturing recruitment costs, pre-employment screening, job postings, etc. Train hiring managers to create requisitions and navigate ATS. Prescreen resumes and applications for minimum qualifications and refer candidates to search committees, partner with committees to schedule interviews in the ATS system. Create offer packets, initiate background screens for prospective new hires, athletic camps, and other programs, ensure references are checked, manage candidate disposition process. Closeout job requisition. Manage records and retention process for recruitment as well as other HR related documents/records.
Coordinate air, ground, hotel reservations for prospective candidates coming to campus with candidates and hiring managers. Track relocation reimbursements. Initiates onboarding of new hires by assisting the hiring manager or designee of all systems needs etc.. Track recruitment costs, prepare recruitment bills, assist with offer letters and decline letters and exit interviews. Coordinate, maintains and handles all aspects of staff temporary hiring pool.
Recruitment Administration/HRIS: Set up new users in ATS system referring candidates, sending rejection letters. Create new position ID numbers in Colleague/payroll system. Set up new users in additional HR-related systems as necessary. Updates HR website front pages. Scans recruitment billing.
VISA Process Administration: In coordination with the Associate Director of Recruitment, provides liaise support to immigration attorneys regarding open and pending VISA, TN, PERM processes. Maintains VISA compliance file and Public Access and Labor Condition (LCA) files.
New Employee Onboarding: Prepares bi-monthly orientation program ( identifying speakers, presentation materials, food, etc.).
2. Assisting the HR/Recruitment Functions: Ensure data tracking & collection, and perform general administrative and organizational support related to confidential faxes, compliance logs, etc. Ensure the HR Office is effectively and efficiently organized operationally with respect to file systems, printers, copiers, office supplies, etc. Department calendars management and scheduling of meeting logistics (ie room, media, Sodexo, etc). Assist in coordinating internal staff meetings and events. Manage HR Conference Room usage. Assist in the processing of Department contracts and agreements among HR, independent contractors, and vendors. Assist in submitting invoices through ImageNow automated system, and further tracking status of pending payments.
3. Record Keeping: Ensure personnel files are maintained and that filing is kept up on a timely basis, overseeing student workers when appropriate. Ensure compliance with all HR and Recruitment related document retention policies and regulations.
4. Front Office Support: Provide responsive "Front Office" customer service support to Faculty, Staff, and Students seeking help from HR. Oversee coverage of main telephone line and front office reception area, ensure visitors are greeted by front office staff/students in a warm, receptive and professional manner. Ensure referral of questions to appropriate HR representatives or Directors. Coordinate front office communication and collaboration within and with the rest of the department around resources, requests, projects, transactions, etc. Provides a wide range of customer support resolving technical, individual or operational requests. Also responsible for customer/client interface on routine benefits, recruitment, and student employment processing questions/inquiries. Provides back up support for others during times of absences.
Experience and Qualifications
Education: REQUIRED: High School and or equivalent training and experience
PREFERRED: Associate's or Bachelor's degree in a related field
Experience: 2-3 years administrative office experience and 3-5 years HR related preferred
Skills/Abilities: Strong organizational, interpersonal, customer service skills, Office computer & software skills with applicant tracking/HR systems experience, initiative, professional presentation, and office etiquette; accuracy with records, log maintenance, financial and numerical data, and reports, etc.
Supplemental Information
Application Instructions: Please apply online at http://jobs.stmarys-ca.edu
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
A resume
The name and contact information for three (3) professional references.
In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.
College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.
Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.



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