Overview

Job Location:
Colby College

Job Description

Department:

Recruitment and Hiring

Pay Rate Type:

Salary

Employee Type:

Job Summary:

This is an onsite position.

Colby Human Resources is undergoing an exciting period of transformation. Work is underway to elevate and modernize our HR division to support the continuous growth and innovation of the College and create an irresistible work environment where our employees can do their best work and thrive. A key component of this transformational plan is to build our capabilities to elevate the College’s brand as an employer of choice and to attract and hire the staff needed to enable the day-to-day operations of the institution and the College’s vision and strategy for the future.

The HR Recruiting Coordinator will directly impact the college’s vision and strategy by supporting critical elements of the staff & student recruitment throughout the hiring process. The HR Recruiting Coordinator will also provide essential support in key areas of HR such as recruitment support, HRIS entry, maintain compliance with record filing policies, document completion and retention such as I-9s and personnel files, managing inquiries to support hiring managers. The individual in this role will interact with individuals at all levels across the institution and play a key role in ensuring a high quality experience for internal and external stakeholders.

This position will report to multiple supervisors. The Director of Recruitment & Hiring and Associate Director, Student Employment Services.

Essential Functions

To succeed in this role, an individual must satisfactorily perform essential duties and possess the required education and experience. They should also demonstrate the listed knowledge, skills, and abilities in a representative manner. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.  

  • Provide support for full-life cycle of staff & student recruitment process
  • Supports and coordinates the hiring process
  • Manages the candidate tracking process within the HRIS and sends follow-up communications to maintain engagement and transparency throughout the recruitment cycle. This includes messaging to candidates and/or hiring managers.
  • Coordinates the background check process, from authorizing and submitting requests for investigations to evaluating results for compliance with company policies and legal standards.
  • Coordinates and strategizes the scheduling of meetings, interviews, and recruitment events, ensuring optimal alignment with organizational objectives and candidate experience.
  • Support the intake, review, and completion of I-9 Employment Eligibility Verification documents, ensuring accuracy, compliance, and confidentiality in handling sensitive information for staff and students.
  • Assists with the data entry for job requisitions, the creation and distribution of job advertisements through Workday HCM, and ensures placement of postings on selected job sites as per organizational branding and recruitment goals directed by supervisor(s).
  • Organizes and leads the coordination of interviews, balancing the needs of hiring managers, interviewers, and candidates to facilitate efficient and effective hiring processes.
  • Coordinates pre-employment screening logistics specific to department needs.
  • Designs and implements social media content, to enhance the organization's presence and engagement on social media platforms.
  • Ensures all content, including website updates and social media, meets the highest standards of communication and brand consistency.
  • Maintain the content for the HR website, ensuring that information is accurate, up-to-date, and reflective of organizational policies and values. 
  • Support hiring teams by reviewing candidates' qualifications against job requirements.
  • Formulates written employment offers and monitors the completion of the acceptance process, ensuring a seamless onboarding experience for new hires. 
  • Enhances customer service within the HR department, including developing protocols for call screening, message management, and appointment scheduling. 
  • Ensuring high-quality service and directing matters to appropriate parties for decision-making.
  • Serves as a key contributor to the HR team, driving initiatives for service excellence, support optimization, and continuous process improvement. 
  • Demonstrates team collaboration and in fostering a culture of excellence and accountability.

Non-Essential Functions

An employee in this position may perform some of these responsibilities on an infrequent basis.

  • Extends verbal employment offer under the guidance of management, and monitors the completion of the acceptance process, ensuring a seamless onboarding experience for new hires. 
  • Supports compliance efforts with records retention policies for employment-related documents, ensuring alignment with organizational standards and federal regulations. 
  • Advises on policy revisions related to document management and confidentiality. Plays a pivotal role on cross-functional teams for special projects.
  • Additional HR support duties as needed and assigned.

Qualifications 

  • Bachelor’s Degree in Business, Management, Human Resources, or related field. 
  • 3-4 years work experience as a recruiting coordinator or comparable role in HR.
  • Familiarity with recruiting software and applicant tracking systems.
  • Strong communication and interpersonal skills.
  • Ability to manage multiple tasks and prioritize effectively.
  • Detail-oriented with excellent organizational skills.
  • Knowledge of employment laws and regulations.
  • Ability to maintain confidentiality and handle sensitive information.
  • Proficient in G-Suite.
  • Experience with social media recruitment strategies is a plus.

Preferred Qualifications:

  • 1-2 years of higher education recruiting experience.
  • Prior working experience with Workday.
  • Knowledge and experience focusing on human resource-related research, measures, and outcomes.

Knowledge, Skills, and Abilities

  • Working knowledge of employment-related regulations and applicable statutes.
  • Contemporary knowledge general compensation plans/programs, design, plus knowledge of wage and hour state and federal laws that apply to compensation plans/programs.
  • Ability to convey conceptual information to a variety of audiences.
  • Capability to develop, monitor and ‘dashboard’ employment-related metrics via analysis of data; capable of developing, reporting and presenting HR metrics including meaningful statistics with supporting interpretations and graphical representations.
  • Knowledge of, and ability to interpret and apply, federal and state regulations regarding all facets of employee/employer relationships – human resources.
  • Advanced working knowledge and ability with personal computing applications as well as database management systems. 
  • Ability to read and interpret instructions in oral, written, or diagrammatic form (e.g., a flow chart of a process). Ability to read, interpret and consider possible applications of business literature and legal documents.
  • Skills and abilities to perform as an organized, self-starter, and able to handle expeditiously, accurately, and confidentially the rapid receipt of communications from all sources—written, email, voice mail, one-on-one with attention to detail; able to act on own initiative while exercising reasonable judgment.
  • Excellent customer service skills 
  • Ability to communicate clearly and be informative with internal and external stakeholders, in one-to-one and small group settings and able to handle escalating situations with concern and confidence.
  • Support time-based requests. 
  • Function effectively in a multi-tasking, fast-paced environment with deadlines, frequent interruptions, and some interpersonal pressure.
  • Maintain professionalism and compassion when servicing internal and external stakeholders 
  • Capability to establish appropriate professional rapport, collect necessary information, and follow-through. 
  • Strong follow-up skills.
  • Ability to respond to common inquiries from college faculty,  staff, students, and regulatory agencies, vendors, regional business community, and others as may be necessary.
  • Knowledge of basic office equipment including (but not limited to) personal computer and associated peripherals, fax machine, multi-line telephone, voice recorders, and other electronic devices.

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
  • The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required. 
  • There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
  • While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.  
  • There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
  • An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
  • The overall work environment requires the mental ability to shift focus quickly due to interruptions.
  • An employee must be able to track multiple projects and tasks as well.
  • The noise level in the work environment is usually moderate, however, there may be unexpected instances of somewhat loud sounds.