The HR Representative provides support to the CUIMC Human Resources Department and works closely with the staff, guest and clients by providing basic HR information to inquiries or directing staff to the proper HR function.
Triage sensitive inquiries, telephone calls and emails and appropriately provide guidance and coordinate responses with CUMC HR Client Services.
Review and ensure all incoming and outgoing mail is directed to the appropriate party with any necessary follow up.
Use automated reservation system to schedule HR meetings and events
Assist in maintaining smooth and efficient business operations including inventory and processing orders as requested.
Review all submitted CUIMC job postings in the applicant tracking system. Ensure postings are complete and accurate by reviewing position numbers, job descriptions, special indicators and salary requirements. Follow-up with departments to correct any errors, discrepancies or missing information. Reviews all submitted postings before the close of business each day.
Maintain and track compliance for Joint Commission staff. Ensure sensitive and confidential personnel files are maintained in accordance with Joint Commission and NYP guidelines. Track annual health assessments and influenza vaccinations. Follows up with departments and staff to make sure Joint Commission requirements are met.
Ensures effective and appropriate policies and procedures are followed (e.g. I-9 employment verification, new hire background screening, drug screening, medical surveillance and/or unescorted access).
Assist new hires in the electronic I-9 process.
Prepares confirmation of appointments for medical clearance and Welcome Program and ensures compliance by tracking participation. Troubleshoots issues and discrepancies in the Welcome Program and Medical Surveillance appointment systems. Processes and confirms appointment change requests. Ensures information is disseminated to appropriate parties.
Reviews sensitive and confidential personnel transactions and ensures that all required documentation is submitted. Processes routine transactions such as personal data changes.
Coordinates with client managers to ensure personnel transactions are processed timely and accurately.
Responsible for maintaining office files including ensuring all transactions in the department's document management system are accurately processed.
Reviews all visitor applications for completeness and compliance.
Processes invoice and billing transactions in ARC.
Manage content updates for CUMC HR web site.
Coordinate the communications of probationary letters, Welcome Program and medical clearance, non-attendance reports and other correspondence as required.
Facilitate and deliver the CUMC Welcome Program. Confirm dates and locations to presenting staff and participating departments. Prepare information packets, materials and tracks participation. Updates Welcome Program presentation whenever necessary.
Liaison for applicants using the on-line Jobs at Columbia or TalentLink application process. Assist users in completing and submitting job applications in JAC. Troubleshoot basic user issues such as password resets and uploading of application documents.
Perform other duties as assigned.
Bachelor's Degree or the equivalent in education training and/ or experience plus two years of experience.
Requires at least two years of HR operations experience preferably in a health care, academic medical center or corporate environment, with experience and exposure to the following functional areas: HR, benefits, or HR systems.
Must possess a positive, customer service "can do" attitude.
Must be well-organized, with excellent presentation, interpersonal skills and communications skills, both written and oral exceptional customer services skills.
Ability to foster relationships with our client groups and ability to collaborate with HR Team.
Must be able to work independently and take initiative.
Ability to work in a fast paced environment, set priorities, problem solve, multi-task and maintain confidentiality of highly sensitive information.
Proficiency in MS Office (Word, Excel, Powerpoint, Outlook, Access) and web maintenance is highly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 500741
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.