â€¢ Greet and welcome candidates interviewing in Boston.
â€¢ Post open positions on internal and external job boards.
â€¢ Coordinate and schedule phone interviews and in-person interviews.
â€¢ Setup conference calls and video interviews.
â€¢ Coordinate candidate travel when applicable.
â€¢ Proactively take responsibility for calendar management utilizing good judgment and initiative to prevent conflicts.
â€¢ Add candidates to visitor security.
â€¢ Coordinate candidate travel when applicable.
â€¢ Maintain data and prepare weekly recruiting reports.
â€¢ Research, analyze, prepare and present hiring statistics.
â€¢ Manage applicant flow in Applicant Tracking System to include all dispositions from initial resume review through hiring.
â€¢ Assist with collecting and consolidating candidate feedback.
â€¢ Assist with maintaining partnerships with universities and colleges and other talent acquisition pipelines for employees and interns.
â€¢ Manage pre-employment process; application completion, background checks and reference checks.
â€¢ Draft offer letters, transfer letters and promotion letters for TA team.
â€¢ Under the direction of Talent Acquisition Business Partner, conduct internet sourcing for critical roles.
â€¢ Ensure a smooth onboarding process for both new hires and the hiring manager by being the primary point of contact.
â€¢ Generate notifications to new hires and internal departments to initiate onboarding set-up and guidance.
â€¢ Coordinate new employee orientations on a weekly basis with collaboration from the regional teams.
â€¢ Complete new hire paperwork for the Boston Region and Corporate office. Initiate and collect new hire paperwork from the Regional Office Managers.
â€¢ Collect and prepare confidential employee information including new hire paperwork, promotions, transfers and separations.
Support to Senior Vice President, Human Resources
â€¢ Manage and maintain SVP's schedule, appointments and travel arrangements.
â€¢ Proactively identify and effectively resolve meeting conflicts.
â€¢ Monitor, screen, respond to and distribute incoming communications.
â€¢ Answer and manage incoming calls, transferring, conferencing and routing calls in a professional manner.
â€¢ Receive and interact with incoming visitors.
HR Department Support (responsibilities shared with Administrative Assistant, Benefits)
â€¢ Provide prompt, courteous and accurate customer service to employees, applicants, vendors and consultants.
â€¢ Monitor timekeeping (eTime), approve and sign-off for HR department.
â€¢ Respond to inquiries on toll-free HR line and direct calls.
â€¢ Monitor HR email box, respond or direct emails.
â€¢ Monitor and maintain HR department calendar and department members' calendars.
â€¢ Open office doors / cabinets.
â€¢ Order office supplies.
â€¢ Open and distribute mail.
â€¢ Assist with department travel as needed.
â€¢ Coordinate department meetings, visitor pre-clearance, conference room reservations, conference calls, catering, etc. as needed for HR department.
â€¢ Filing/shredding, photocopying/scanning, ordering office supplies.
â€¢ Provide back-up support to AA (Benefits) as needed.
Requirements and Qualifications
â€¢ High School diploma or equivalent educational certification required, BA/BS degree strongly preferred.
â€¢ 2+ years of progressively responsible administrative experience preferred.
â€¢ Previous experience in Human Resources highly desirable.
â€¢ Ability to multi-task and prioritize in a fast-paced environment.
â€¢ Demonstrated ability to work proactively, both independently and part of a team, and ability to achieve results without close supervision.
â€¢ Demonstrated practical, hands-on, "can-do" approach.
â€¢ Strong analytical and problem solving skills.
â€¢ Ability to interface with all levels of employees.
â€¢ Demonstrated commitment to and proficiency in a customer service culture.
â€¢ Proven organizational skills and attention to detail.
â€¢ Excellent verbal and written communication skills.
â€¢ Observes confidentiality guidelines at all times, with a high degree of professionalism, discretion and respect for sensitive situations.
â€¢ Proficiency with Microsoft Office (Word, Excel, PowerPoint), and ability to use data to generate reports and presentations.
â€¢ Previous experience using a Human Capital Management (HCM) system is desirable.
â€¢ Flexibility with schedule and ability to work beyond regular business hours.
â€¢ Involves work of a general office nature usually performed sitting such as operation of a computer or answering the phone.
â€¢ Involves work of a general office nature usually performed standing such as operation of a photocopier.
â€¢ Involves movement between departments to facilitate workflow.
â€¢ May be required to occasionally lift 10-15 lbs.
Internal and External Contacts
â€¢ Regularly interfaces in both verbal and written form with all levels of professionals (800 employees in multiple locations) regarding wide range of employee matters. Many matters are confidential in nature.
â€¢ Regularly interfaces with external consultants and vendors.