Job Description:

Job Summary:  

The overall purpose of this position is to ensure the administrative business of the Human Resources Talent Acquisition & Management (TAM) department is completed in an accurate, complete, timely, and audit-ready manner.  The incumbent must be customer focused and able to work in a highly confidential environment that requires the highest degree of personal integrity and business ethics. The Talent Acquisition Administrator is responsible for compliance, coordination, and efficiencies of many HR processes including the creation and maintenance of our digitized personnel files and HR reports.

This individual will have administrative oversight of the statistical and operational data of TAM.  In so doing, they will create, calculate, edit, proofread, and maintain a variety of data, including but not limited to employee demographic data (names, addresses, costs centers, departments, dates of hire, etc.), vendor and contractual information for recruiting.  The primary sources of information for this data are the contractual database, the Taleo ATS and Transitions, and the Fusion HCM system, as well as contractual documents and other collateral materials.

As a service function, TAM typically will purchase a block of service and then chargeback to a specific department an individual chargeback cost.  This individual will perform chargeback transactions related to recruitment advertising, immigration invoices, etc.  Monthly metrics of chargebacks are available from the recruitment tracking sheet and individual functional unit managers.  Additionally, the incumbent will provide administrative and clerical support on an as needed basis for TAM.

This position reports to the Manager, Recruitment.  Most of the work performed will be under limited supervision and generally accompanied by a schedule, timeline or set of instructions.  The Manager, Recruitment will also help the incumbent in establishing priorities. 

Specific responsibilities include but are not limited to:

• Timely coordinates interviews with job applicants and the Hiring Manager’s designated department assistant and follows up on all logistics with job applicants, hiring managers, recruiters, and appropriate supporting staff


• Will act as the Recruiter Administrator for all filled job requisitions for the Director, Workforce Planning and Manager, Recruitment


• Supports recruiters with the full cycle employment background investigation process which includes following up with the vendor to ensure timely responses are obtained, and following up with candidates to revise or correct information for resolution


• Facilitates transmittal of TNC’s (Tentative Non-Confirmations) which may arise for any new hires and will work with these employees instructing them on the process to conform with the E-Verify instruction; Notifies the Manager, Recruitment of any TNC’s which are not resolved and require additional action 


• Creates and processes routine correspondence in support of the new hire on boarding process including but not limited to various communications to the new hire, eVerify,  hiring manager, recruiter updates, and communication to other key stakeholders as required


• Gathers information, compiles, and documents data, and provides process and data analysis for the Manager, Recruitment via Taleo ATS reporting.


• Prepares and remits correspondence to a variety of recipients, including current and former employees, government agencies, and legal counsel


• Enters a variety of data, including but not limited to PCN’s (Personnel Change Notifications) spreadsheets, recruitment reports, employee demographic data in Fusion HCM, etc.


• Files and maintains records, advising HR staff of updates as required


• Work effectively with HR colleagues, IEEE hiring managers, and representatives of employment and temporary staff agencies


• Manage the recruitment life cycle process for temporary positions as needed


• Process Employee Referral bonus checks by creating PCN for payroll


• Create personal files through NetDocuments


• Process temp extensions and terminations when needed as back up for Sr. Systems Administrator


• Maintain weekly communication with HR before sending out the Inside IEEE weekly updates to the Communications team to include New Hires, Promotions, Transfer, New Positions, and Retirements. 

Education and Experience:

·     High School degree acceptable but BA or Associate degree in General Business, Human Resources or Accounting preferred

·     Minimum 3 years of relevant office experience working in an environment that requires strict attention to detail and respect for confidentiality or Bachelor’s degree with relevant skills and little to no work experience

·     Experience with an Applicant Tracking System a must – Taleo ATS preferred

·     Familiarity with an HRIS System a must – Oracle Fusion HCM preferred

 

Skills & Other Requirements:

·     Strong attention to detail in both processes and transactions

·     Strong PC skills and ability to utilize and/or learn a variety of systems and applications utilized by the department

·     Excellent administrative and clerical skills

·     Excellent interpersonal, customer service, and communication skills when interacting with various levels of IEEE staff, job applicants, vendors, consultants, and legal counsel. 

·     Must be able to read and assimilate correspondence from staff, attorneys, government agency representatives, insurance representatives, and other vendors as well as comprehend and assimilate policies, practices and procedures

·     Must be proficient in preparing standard correspondence using correct grammar, spelling and syntax, while providing accurate information

·     Must demonstrate professionalism and integrity

·     Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges.  Proficiency in MS Office, Google Mail, and Google Apps.   Individuals with the following computer skills will be preferred:  (a) create simple formulas in Excel, such as addition, subtraction, multiplication, range sums, and averages; (b) ability to work with graphics packages such as Visio, and create organization charts; (c) knowledge of or demonstrated ability to learn an applicant tracking and onboarding system; (d) experience inputting data into large databases, such as Oracle financial; (e) experience inputting data into HRIS packages

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