• HR Coordinator (Job ID: 2019-2202)

    Posted Date 3 weeks ago(10/21/2019 5:31 PM)
    Program
    Human Resources
    Job Function
    Human Resources
    Job ID
    2019-2202
    Salary
    Commensurate with experience
  • Overview

    Join one of the most influential, most quoted and most trusted think tanks!

    The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

     

    We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

     

    With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

     

    Through strategic partnerships, the Human Resources (HR) team proactively develops and implements HR best practices aligned with institutional goals. Our focus is to deliver high quality service to our internal clients and support the recruitment, development, recognition and retention of a high performing and diverse workforce.

    Responsibilities

    Ready to contribute to Brookings success?

     

    The HR Coordinator provides project and administrative support to the Vice President, Chief Human Resources Officer (VP, CHRO), and recruiting and onboarding support to the staffing team.  The position strategically and proactively coordinates the ongoing activities and priorities for the VP, CHRO. The position also provides operational support for employment processes, in addition to general administrative and project support to the HR team. The position reports to the VP, CHRO and the Director, Employment. 

     

    Scheduling and Daily Coordination of the Vice President Office (45%)

    • Works closely and effectively with the VP, CHRO to keep her well informed of upcoming commitments, responsibilities and schedule changes. Proactively helps VP, CHRO follow her daily agenda.
    • Develops and maintains a “to do” list. Keeps VP, CHRO informed of items that arise throughout the day. Uses judgement to anticipate needs, suggest solutions and identify opportunities.
    • Proactively manages and maintains the VP, CHRO's calendar and contacts on a daily basis. Schedules appointments and meetings while coordinating related logistics.
    • Routes meeting material to appropriate staff; makes copies and circulates as needed.
    • Manages flow of communication. Drafts emails and other types of communications. Ensures appropriate and timely follow up on internal and external requests for information or action. Coordinates with and receives staff and visitors.
    • Prepares meeting agendas, documents, and other necessary materials. Ensures the VP, CHRO sees and reads all necessary materials to prepare for meetings.
    • Supports development and distribution of presentations and HR materials for projects.
    • Supports preparation of materials and communications for quarterly ERISA Committee meetings. Tracks information and manages documentation of Committee meetings and activities.
    • Reserves rooms, books catering, drafts meeting materials, collects RSVPs and other correspondence related to internal and external meetings.
    • Administers the flow of documents requiring approval and signature by VP, CHRO.
    • Works across the Institution to coordinate HR projects, including with VP-level collaborators and stakeholders.
    • Serves as the point of contact for the VP, CHRO and the HR office.
    • Works collaboratively with the HR Management team to support and achieve VP, CHRO and HR priorities.

     

                   

    Recruitment and Onboarding Support (40%)

    • Supports the HR Business Partners in managing the recruitment process by posting and monitoring job openings. Ensures all postings are current and active.
    • Conducts phone screens, reference checks and background investigations. Ensures related documentation is accurate and complete.
    • Prepares and distributes appointment letters and other new hire documents. Obtains necessary approvals and signatures. 
    • Partners with the HR Associate to initiate and coordinate all onboarding activities to create a positive experience for new staff and affiliates. Ensures that all required onboarding tasks are completed in iCIMS according to established deadlines. 
    • Supports preparation of weekly new arrivals orientation. Conducts the HR Overview portion of the weekly new hire orientation as needed.
    • Meets with new hires to complete the I-9 employment verification process. Follows up on outstanding paperwork (Post-Employment Restrictions form, signed appointment letter and job description) as needed.
    • Proactively keeps the Staffing team informed on recruitment tasks and the status of onboarding new employees.

     

     General Support to the Office of Human Resources (15%)

    • Responds to the HR Office email and phone line. Answers routine questions regarding human resources policies and procedures and/or refers to appropriate source for additional follow up to resolve the issue.
    • Provides administrative and project assistance to the Associate Vice President for HR and the HR team as needed.
    • Creates Word, Power Point and Excel presentations, documents and reports as requested. Update and maintain document templates. Ensure that materials and presentations are prepared and distributed in a timely manner.
    • Manages office supplies and orders business cards. Notifies facilities management and ITS of equipment issues and follows up as needed. Communicates related information to the HR team.
    • Manages department’s conference room. Maintains neatness and orderliness of common areas for HR and shared space.
    • Supports department filing as needed.
    • Codes and reconciles Procurement cards, organizes receipts and routes Travel Expense Reimbursement forms, and prepares any petty cash, check/reimbursement requests for HR Staff as needed. Ensures that paperwork complies with the Institution's travel and expense policy, in addition to, following-up on questionable items as necessary.
    • Ensures compliance with Brookings policies and procedures as well as federal and state regulations.
    • Proactively recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.
    • Seeks learning and development opportunities to improve professional competencies and stays current on HR practices.
    • Performs other duties as assigned.

    Qualifications

    Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

     

    Education/Experience Requirements:

    Bachelor’s degree or an equivalent combination of education and experience required.  Minimum three years of administrative work experience in a fast-paced, professional work environment; a demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, Access, Outlook including the calendar feature, PowerPoint) required. Experience with collaboration and Project Management tools or applications preferred. Experience in a Human Resources department and/or nonprofit organization preferred.

     

    Knowledge/Skills Requirements:

     

    Excellent interpersonal skills with strong written and oral communication skills; strong organizational skills with a high level of attention to detail and follow through; tech savvy with an ability to learn new applications; a tactful and mature demeanor with the ability to interact with all levels of internal and external stakeholders; must demonstrate a high degree of flexibility with the ability to maintain a focus on priorities while responding to changing circumstances; ability to coordinate and support sensitive and confidential information with complete discretion and good judgement; strong project management skills; must plan ahead, provide a high level of customer service and proactively approach all duties; must be able to meet multiple deadlines, prioritize responsibilities and work under pressure; ability to work independently and part of a cohesive HR team

     

    Additional Information:

     

    What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.

     

    Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.

     

    Successful completion of a background investigation is required for employment at Brookings.

     

    Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

     

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