The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate, Talent Acquisition & Onboarding.

Reporting to the Assistant Director of Human Resources, Talent Acquisition and Onboarding, the Talent Acquisition and Onboarding Associate will be responsible for recruitment and onboarding of voluntary appointments, temporary assignments, and New York State employees including posting positions, onboarding candidates, reviewing background checks/minimum qualifications, and clearing candidates for hire.

Duties and Responsibilities Include

Provide administrative support to the Talent Acquisition team including working on projects, initiatives, and other administrative duties as required
Assist with recruitment activities such as reviewing posting packages, posting jobs, and connecting with hiring managers
Ensuring relevant positions are filled via the civil service hiring process and that all civil service regulations are adhered to
Handle onboarding of new hires, data entry, and reviewing employment documents
Contact candidates to extend preliminary offer letter, schedule EHS appointments, and send onboarding documents
Meet with candidates at onboarding appointment to review onboarding paperwork (including I-9) and review next steps
Ensure all required background checks are complete (including work/education verification and license verification when applicable) and candidates meet minimum qualifications for position
Ensuring all background checks are done following standard work and policy; including obtaining all relevant clearances as part of background investigation process
Flagging any inconsistencies or concerns revealed as part of background check and discussing immediately with supervisor
Review file for completeness and send final notice to employee and department regarding clearance and start date
Be responsible for entering all professional and classified transactions into the HR systems
Responsible for processing all HR Voluntary Employee Transactions for purposes of tracking including: New Hires, Reappointments, Extensions, Promotions, Title Changes, Emeritus, Demotions, Separations, etc.
Review and processing of unpaid transactions consistent with Campus Policy, Medical Board and Academic Administration Guidelines
Responsible for processing All House Staff and External Rotators (paid and unpaid)
Liaison with external vendors to provide contingent staff resources to address the needs of the SUNY Downstate community
Process temporary staffing request from all departments and educate departments on approvals/paperwork required
Onboarding of temporary staff, including issuing temporary IDs and confirming receipt of required clearances
Reconciling temporary staffing agency monthly invoices to ensure timely payment
Establish orientation list, ensure new hires are notified of orientation, and manage the flow of orientation days
Responsible for daily management of HR’s immigration functions, ensuring that all immigration files are complying in accordance to USCIS, Homeland Security, and Department of Labor
Coordinate immigration cases with SUNY Downstate contracted Immigration Counsel, including submission of case filings with USCIS and Department of Labor
Process all incoming immigration transactions
Liaise with HR Records Manager to ensure maintenance of records for all visas and permanent residency cases
Liaise with HR Records Manager to ensure maintenance of public access files in the accordance to US Department of Labor
Maintain records of Health Insurance Coverage, which is managed for J-1 Scholars
Process all J-1 requests in The Student and Exchange Visitor Information System (SEVIS) and issue DS2019 to the requesting department for the intended sponsor to obtain their visa and update status in SEVIS
Establish working relationships with key HR stakeholders and external vendors
Participating in regulatory, accreditation, and mock surveys (i.e. JCAHO, DOH, CMS, CAP, OMH, EMTALA, ESRD, etc.) if applicable
Maintaining accuracy and integrity of employee data in HR system of record
Support other HR staff and may perform specific tasks in the absence of others including fielding/directing HR related questions
Conducts quality assurance reviews of relevant documents to ensure accuracy, completeness, and compliance (with federal, state, local, and university regulations/guidelines) as applicable
Ensuring all relevant HR practices and policies are being followed
Resolve employee and business queries and escalate issues appropriately as needed
Work to provide excellent customer service to members of the organization at all levels
Perform accurate and timely completion, delivery, and communication of assignments
Works on Human Resources Special Projects as needed
Other duties and responsibilities as required

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Associate, Talent Acquisition & Onboarding.

Required Qualifications

Bachelor's Degree in Personnel, Business Administration, Public Administration, or related field
1 to 3 years of professional experience in personnel, preferably in higher education or the public sector
Working knowledge of one or more personnel functional areas
Or, a satisfactory equivalent combination of education, training and experience

Preferred Qualifications

Experience in a Government Agency, University, and/or Hospital setting
Certifications or membership in Society for Human Resources Management, American Staffing Association, or similar
Excellent written and verbal communication skills and emotional intelligence
Exposure to applicant tracking systems and HRIS/HRMS

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