The HR Assistant supports both the Talent Acquisition (TA) & Corporate Education and Training (CET) divisions of Human Resources, ensuring that the end-to-end new hire onboarding experience is seamless and providing training support for all employees. The Assistant is responsible for facilitating a smooth and positive onboarding experience for new employees, collaborating closely with Talent Acquisition. The Assistant supports Corporate Education & Training with the coordination, administration and evaluation of training programs and online learning deployed to Stony Brook University Hospital employees .
In preparation for new hire orientation, regularly reviews Taleo new hire reports to determine the number of new profiles that need to be built in in the Learning Management System (LMS) and to determine if all required information, including but not limited to Employee ID numbers, is available. Follows up with Talent Acquisition as needed.
Manually creates new user profiles in the LMS as needed.
Issues Charting ID's for newly hired clinical staff and communicates with Clinical Education.
Prepares and disseminates orientation details to new hires in advance of orientation. Sends new hires needed credentials to access the LMS.
Assists new hires with any questions related to orientation and supports the e-Learning Project Manager with troubleshooting and resolving any access questions or issues with new hires.
Tracks orientation attendance and progress of orientation participants. Reports progress of participants and escalates any concerns or issues to appropriate TA or CET team member.
Monitors class/training registration rates and alerts CET team members of low registration rates and/or of the potential to exceed registration capacity.
Reviews LMS reports and other training data to ensure that data has been properly transmitted to the HRIS (PeopleSoft). Assists with data uploads to PeopleSoft and or makes manual corrections/updates in PeopleSoft as needed.
Produces reports on course evaluations. Presents summary information and detail in an organized and professional manner.
Supports the CET team by reserving conference/training space, disseminating communication to training participants, setting up classes in the LMS, assigning classes to participants, assisting participants with LMS access issues and/or questions, etc.
Partners with TA Specialists and/or Leave Specialists when employees are returning from leave of absence to coordinate the completion of any required training upon their return.
Performs other related TA or CET tasks as assigned.
Associates degree and 1 year of experience in an administrative support role. In lieu of degree, 2 years of experience in an administrative support role.
Ability to manage multiple priorities and tasks and work in a fast paced environment.
Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, Advanced Excel, Microsoft Outlook.
Ability to work collaboratively and independently
Strong written and verbal communication skills.
Exceptional customer service/interpersonal skills
Familiarity with PeopleSoft, Taleo, HealthStream LMS and/or other HR Information Systems.
Experience in a Healthcare or Hospital System Human Resources Bilingual in Spanish
Special Notes:Resume/CV and cover letter should be included with the online application.
Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).
If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.
* Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
* All Hospital positions maybe subject to changes in pass days and shifts as necessary.
* This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
* This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
Prior to start date,the selected candidate must meet the following requirements:
* Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
* Complete electronic reference check with a minimum of three (3) professional references.
* Successfully complete a 5 panel drug screen*
* Successfully complete a Background Check investigation.
* Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
* The hiring department will be responsible for any fee incurred for examination.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.
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Official Job Title: TH Staff Assistant II
Job Field: Human Resources
Primary Location: US-NY-East Setauket
Department/Hiring Area: Corporate Education & Training-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30am - 5:00pm Pass Days: Sat, Sun
Posting Start Date: Apr 27, 2021
Posting End Date: Jul 27, 2021, 3:59:00 AM
Salary: Commensurate with Experience
Salary Grade: SL1
Internal Number: 2101361
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.