Job Details

Human Resources Coordinator
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Position Number: 5827124
Location: Claremont, CA
Position Type: Human Resources

Human Resources Coordinator

POSITION SUMMARY:

The Human Resources Coordinator (Coordinator) at Harvey Mudd College plays a pivotal role in delivering exceptional HR support to our diverse community of faculty, staff, and student employees. Reporting directly to the Assistant Vice President-Chief Human Resources Officer, the Coordinator is instrumental in fostering a workplace culture where every individual feels valued, supported, and inspired to flourish. This position offers the opportunity to collaborate with a dynamic HR team committed to innovation, well-being, and building a connected and inclusive community.

The Coordinator plays a crucial role in supporting HR operations and ensuring a positive employee experience. Key responsibilities include supporting recruitment and onboarding processes, maintaining accurate employee records, coordinating HR programs and events, ensuring compliance with labor laws and company policies, and supporting employee engagement initiatives. The role involves providing guidance on HR policies while serving as a point of contact for employee questions. Through these tasks, the HR Coordinator helps foster a productive and supportive workplace environment, bridging the needs of employees and the organization. As a member of the HMC Human Resource team, we are Partners in Propelling Success and Fostering Community Connections.
 DUTIES AND RESPONSIBILITIES:

Recruitment & Onboarding Experience – 30%
● Assist in the recruitment process by posting job openings, coordinating candidate communications, scheduling interviews, and facilitating the hiring process.
● Support onboarding activities in the HRIS system (Workday) and with new hire orientation, to ensure a seamless and welcoming transition for new employees.
● Coordinate summer employment programs for Dining Services, Upward Bound, and Summer Research, Grant hires, including recruitment, hiring, and onboarding.
● Partner with HR/Payroll Administrator to hire and process the student employment program.
● Oversee employment programs related to background checks, physical tests, authorized drivers, verification of employment, and meal plans.
● Provide assistance for employees in need of an ergonomic evaluation through coordination with TCC Services.
● Support employment processing of stipends and special payment authorizations, including preparation, documenting procedures, and following audit controls.
● Administer the HMC Dependent Collegiate Scholarship program.
● Handle employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff.

Compliance and Records Management – 25%
● Maintain accurate and up-to-date HR records, ensuring compliance with regulatory requirements.
● Manage HRIS data entry within Workday, generate reports, and participate in system improvements.
● Manages I-9, verifies documentation, and maintains ongoing I-9 compliance.
● Coordinate the College's annual policy review process and manage conflict of interest documentation to ensure compliance.

HR Programs, Events and Employee Training – 20%
● Support the design, organization, and delivery of HR programs and events such as staff conversation series, professional development workshops, and employee recognition programs to enhance community engagement.
● Assign and track compliance training (e.g., Sexual Harassment Prevention and Workplace Violence Prevention Plan).
● Support updates for the HR department's website, ensuring content accuracy, user-friendliness, and alignment with organizational branding guidelines.

HR Operations Support – 20%
● Promptly address and provide comprehensive solutions to a wide array of internal and external HR-related inquiries and requests, ensuring swift and effective support for all stakeholders.
● Skillfully manage the scheduling and coordination of meetings, employee events, interviews, and other critical engagements, while also adeptly handling the intake of sensitive issues with tact and confidentiality.
● Provide support for annual programs and services such as affirmative action planning, benefit open enrollment, salary planning, performance management administration, annual rideshare program, service award program, and summer research program.
● Ensure confidentiality and integrity of employee information in payroll and HRIS systems by adhering to established data security protocols.
● Process HR invoices and HR expense administration, in alignment with HR Budget.
● Support HR-related audits and requests as needed.

Other Duties – 5%
● Contribute to HR team meetings by providing updates on HR-related projects, updating HR Calendar deliverables each month.
● Contribute to the development of the HR Playbook by identifying, documenting, and standardizing key HR processes and workflows to enhance efficiency and best practices.
● Perform other duties as assigned.

REQUIRED QUALIFICATIONS

Education and Experience:
● Bachelor's degree in Human Resources, Business Administration, or a related field, or an equivalent combination of education and experience.
● Minimum of three years of experience in HR or a similar administrative role, including recruitment, onboarding, HRIS, event coordination, and training support.
● Experience with HRIS systems (preferably Workday), Applicant Tracking Systems, and Microsoft Office programs.

Knowledge, Skills and Abilities:
● Strong knowledge of California employment laws and ability to assess compliance across policies, services, and programs.
● Fluency in reading, writing, and speaking Spanish.
● Excellent organizational, analytical, and interpersonal skills with a proactive and creative approach to problem-solving.
● Proven ability to manage multiple projects, prioritize competing deadlines, and adapt to a dynamic work environment.
● Advanced proficiency in Excel, including creating and maintaining complex spreadsheets.
● Discretion and professionalism in handling sensitive information.

PREFERRED QUALIFICATIONS:

● Experience in higher education or nonprofit organizations.
● Proficiency with Workday HRIS, SharePoint, Google Docs, Kuali Build, or other HR technologies.
● Knowledge of emerging tools like ChatGPT or AI for HR workflows.
● Current HR certification (e.g., SHRM-CP or similar).

Licenses and Certifications:
● Possess and maintain a valid driver's license and driving record acceptable to the College's automobile insurance carrier.

Physical Requirements:
While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:
Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification:
This is a non-exempt, full-time, benefits-eligible position.

Reports To:
This position reports to the Assistant Vice President-Chief Human Resources Officer.

Additional Information:
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

To apply, visit: https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Kingston-Hall/Human-Resources-Coordinator_REQ-7006