Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for a Coordinator of HR Services.

POSITION SUMMARY

The position provides administrative support to the Human Resources team as well as high quality customer service to all employees and external constituents. The Coordinator is responsible for ensuring that the logistics of the day-to-day operations are executed with high quality and efficiency. This position is a key member of the HR team that acts as the first point of contact for all inquiries and serves as a resource to external constituents, staff and faculty on policies, procedures, and practices. The Coordinator resolves basic issues as appropriate and refers more complex issues to the appropriate HR team member for resolution. This position deals with confidential information daily and interacts with all levels of employees within the college and with external vendors. The role of the Coordinator is essential to the successful and smooth operation of the Human Resources department.

DUTIES AND RESPONSIBILITIES

Manage the annual budget process which requires entering and updating expenses for the HR departmental budget. Monitor budgets closely to ensure a balanced budget. Run and review reports from aQuity.

• Review, track, and pay monthly invoices and bills on a timely basis and troubleshoot issues between vendors, Accounts Payable and Procurement. Monitor all budgets closely to ensure vendor charges are allocated to the proper account(s). Audit budgets weekly and work with the Controller’s Office to address incorrect postings or charges monthly. Run reports for the HR team as needed.
• Responsible for the department’s PCard which includes reconciling payments.
• Create, audit, and maintain personnel files for active and terminated employees.
• Oversee record retention and scanning process for all employee files. This includes Form I-9 file retention review process, employee personnel files and other HR documents.
• File all employee documents in personnel files weekly to maintain information up to date.
• Coordinate new employee orientation for full and part-time employees.
• Provide support for new hires in the completion of new hire paperwork, I-9 verification process, mandated reporter training certificate receipt, and other onboarding.
• Manage unemployment claim data. Check IDES website daily, pull claims, maintain internal tracking spreadsheet, assist with prepping documents for IDES hearings.
• Assist with and/or manage departmental projects such as data gathering, provide backup support in the recruitment onboarding process, coordinate professional development fund application process, and other requests as needed.
• Respond to emails and phone calls to the HR shared email and main line.
• Manage visitor access process for guests coming to Human Resources.
• Manage online college directory requests and partner with the HR team and IT to update employee information and troubleshoot issues.
• Handle employee personnel file review requests.
• Complete verbal and written verifications of employment requests using PeopleSoft.
• Organize and execute HR events.
• Assist with preparation of materials for meetings and training sessions.
• Maintain office supply inventory for the department consistent with budgetary limits.
• Maintain departmental compliance notices.
• Enter all R25 requests for training, meetings, and events.
• Manage the scheduling of the HR training room.
• Enter tickets for the HR team regarding AC, heat, and other facility related needs.
• Make photocopies, scan documents and perform other clerical functions.
• Manage incoming/outgoing mail and coordinate mailings with the Mailroom.
• Other duties as assigned.

• Bachelor’s degree with minimum two years of professional experience in human resources administration and budget management required. Prior experience in higher education setting preferred.
• Prior experience supporting employee relations and training and development functions desired.
• Strong attention to detail and accuracy.
• Ability to learn and apply general human resources policies using problem solving skills.
• Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
• Ability to consistently follow through with projects and assignments and meet deadlines.
• Excellent oral and written communication skills to independently draft effective correspondence and documentation as requested.
• Demonstrated strong and effective interpersonal and customer service skills.
• Strong analytical, critical thinking, and problem-solving skills.
• Strong computer skills, including Microsoft Office suite (Outlook, Word, Excel, and PowerPoint).
• Familiarity with human resource management systems, such as PeopleSoft is preferred.
• Ability to work effectively in a diverse setting with all levels of employees, departments, and vendors.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

• Position subject to a background screening.
• This is a non-union position.
• This position is overtime eligible.

Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.