Temporary Human Resources Coordinator

Forbes Media seeks a temporary Human Resources Coordinator to join our team for a 6-month assignment. This role will support the Human Resources department in all aspects of HR operations, recruitment and the overall employee experience. The candidate will handle employee inquiries, correspond with all levels of the Human Resources team and employee population and manage HR-related processes including invoice management, operations and record keeping. The ideal candidate possesses excellent communication ability, is proactive and demonstrates a strong judgment in their problem-solving ability. This person applies a thoughtful approach to everything they do and takes pride in the quality of their work. This position reports into the Recruiting Manager and HR Associate Director. This is a full-time, temporary position but may require additional hours as needed. 

This role must be based in the NY/NJ tri-state area. This is a hybrid role based out of our Jersey City office one day a week, but may be required to work onsite for additional days as needed. 

Responsibilities: 

HR Administrative Support

• Manage and maintain employee-facing documentation related to hiring, exits and employee changes in HRIS.
• Process new hires and exits in HRIS (ADP) and internal operations systems; this requires the review and extraction of employee information forms  and inputting the information into systems.
• Ensure the confidentiality and proper retention of employee data and documentation.
• Support with planning of company-wide trainings and culture initiatives, create and send invites to large custom distro lists, track sign-up lists in Google Sheets, create and send Zoom invites
• Administrative HR functions related to calendar management, team anniversary and birthday gifts, 
• Manage and respond to employee inquiries in HR Inbox 
• Prepare employment verification letters and general employment letters 
• Calculate and process invoices, reimbursements and purchase orders as it relates to HR and Recruitment related expenses and initiatives 

Oversee New Hire Onboarding Process

• Present new hire orientation and coordinate scheduling for incoming new hires
• Maintain new hire onboarding materials including updating new hire orientation materials
• Collect and enter employee personal information in HRIS and coordinate paperwork with Payroll
• Serve as a liaison between New Hire, Recruiting, Hiring Manager, IT and Facilities teams for first-day logistics
• Manage employment verification process: Complete Form I-9 and verify documentation to ensure compliance with current I-9 regulations
• Send and follow-up with new hires and provide post-hire instructions for benefit enrollment and other new hire trainings
• Answer and address New Hires with questions related to onboarding, troubleshooting with onboarding in new hire systems, navigating questions to appropriate point of contact (IT, Benefits, Payroll)

Recruitment Support

• Manage Temporary Employee assignments by supporting with tracking of start and end dates, drafting and sending offer letters and communicating with hiring managers
• Coordinate and schedule interviews in Greenhouse ATS  between candidates and internal stakeholders, ensuring availability and alignment of schedules while leveraging technology like Zoom for virtual meetings 
• Proactively manage the candidate experience by providing consistent communication and updates to each candidate throughout their interview process
• Collaborate with the Human Resources team to ensure seamless transition of candidates from recruitment to onboarding
• Conduct professional reference checks on identified finalists

Our Ideal Candidate:

• Previous professional, administrative experience in human resources in a corporate environment required
• Bachelor’s degree with relevant HR experience
• Strong proficiency with Microsoft Office and Google Suite and demonstrated ability to learn new technology systems, specifically:
• Advanced Excel skills (V-Lookups and Pivot tables)
• Strong proficiency with PowerPoint 
• Excellent calendar management skills and proficiency in managing a high volume of emails in Outlook 
• Proficient with or exposure to robust HRIS and benefits software systems (i.e. Greenhouse, ADP Workforce)
• Exercises strong judgment in all employee-facing situations and considers other factors and knowledge in all communications
• Excellent communication and interpersonal skills when communicating with employees of all levels within the organization
• Proactive and resourceful - anticipates challenges and how to support stakeholders. Uses information to find solutions to answers
• Demonstrates strong time management and prioritization of multiple responsibilities
• Have meticulous attention to detail and ability to self-validate work for accuracy
• Ability to use good judgment, tact and discretion in handling confidential information
• Ability to present information clearly and concisely

The hourly rate for this role is $28.00 - $31.00.

Forbes has estimated the compensation range set forth above in good faith.  The compensation range is what we believe we will offer, and ultimately pay, a successful candidate.  In determining this range, we consider the experience, level of education (if applicable to the role), knowledge, skills, and abilities required to be had by a successful candidate as well as the budget and the company’s pay rates, generally. This said, we may have to make changes to our compensation estimates and job descriptions from time to time and we expressly reserve the right to do so.  Should we make any such changes, this advertisement will be revised to reflect such revisions.  We encourage you to occasionally re-visit this advertisement to ensure that you are abreast of any changes.  Thank you for your interest in joining Forbes!

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