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Human Resources and Labor Administrative Coordinator
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Position Number: 4211061
Location: Philadelphia, PA
Position Type: Human Resources

Human Resources and Labor Administrative Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Human Resources and Labor Administrative Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
Job Description Summary
The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/ Information.

Job Description

Job Responsibilities

Reporting to the Director of Human Resources, the Human Resources and Labor Relations Administrative Coordinator is a vital team member to the HR and Labor Relations team. The professional performs this role by supporting and assisting the Director of Labor and HR Team with executing human resources and labor relations processes, programs, and initiatives.

Administrative Support to the Director of Labor: Calendar management, compose, prepares, and distributes correspondences for labor activities. Assists in the development and delivery of reporting of various labor activities, inclusive of grievances, disciplines, and bid/bump processes. Creates, maintains and ensures the accuracy of office files (electronic and hardcopy).
HR Recruitment and onboarding: Utilizing Human Capital Management system (HCM) creates staffing requisitions for recruitment of vacancies for posting. Labor positions postings: Creates and posts positions internally for 10-days by collaborating with union stewards. Tracks all position vacancies status. Process candidates for new hire for onboarding by sending communications to new staff and supervisors, tracks and ensure completion of onboarding tasks in the HCM, including background check and I-9 compliance. Assists with interviewing of entry level positions as needed (i.e., Custodians, temps, and student workers). Serves as initial point of contact for newly hired staff, providing first level of information and support, inclusive of meeting with new hires to introduce Workday onboarding self service module.
HR Data Management: Monitor, track and analyze HR report data from the HCM to ensure processes are efficient and to trouble shoot any issues with appropriate HR Team members. Produce reports using Workday, Excel, Power Point and other sources to enhance HR functions, including recruitment, onboarding, and other HR functions.
HR Events and Programs Management: Plan, organize, and monitor results for various HR events and programs (i.e., Employee Recognition, training, etc.), including event promotion, registration and logistics needed to execute programs effectively. May collaborate with other FRES departments on event planning.
Customer Service/HR and Labor Triage: Greets and assists staff, students, faculty, vendors, and visitors on all HR, Labor or division matters and seeks to answer inquiries, resolve problems or route to the appropriate team member for follow up. Tracks all HR and labor inquiries for case management reporting. Creates and/or updates necessary communications, tip sheets, FAQ and/or forms for processes, organize material and information for managers and employees.
HR Process and Program Improvement: Participates with HR team in monitoring processes and programs for efficiency and effectiveness; identify and propose opportunities for enhanced workflows and processes. May assist on special projects for program/process development.
Administrative Support to HR function and overall FRES: Provides high level support for HR Director/Generalists by organizing daily priorities, scheduling, and monitoring all HR activities and timelines. May assist on special projects. Prepares and processes materials for and may attend various committee meetings, records, prepares and distributes minutes. Works in conjunction with other Administrative Coordinators to support overall FRES administrative support, will serve as back up for O&M and Administration administrative coordinators as needed and support front desk reception duties coverage as needed.
Perform additional duties as assigned

Qualifications

H.S. Diploma or GED Required, associate or bachelor's degrees preferred, with 5 years of related experience or an equivalent combination of education and experience. Prior Human Resources or Labor Relations knowledge and experience required. Experience working in a highly complex, large organization and fast-paced environment required. Prior experience in a college or university setting is preferred.

This position requires effective communication skills (written and verbal), excellent organizational, analytical, project management and file management skills with thorough attention to detail. Requires ability to handle confidential employee transactions with discretion, handle multiple priorities and at times a heavy workload. Must have ability to work independently and have initiative, and comfortable taking direction and functioning as part of a larger division administrative team. Excellent interpersonal skills are required with prior experience working with employees of all levels, backgrounds and cultures and will contribute to an inclusive environment through establishing strong and supportive relationships.

Demonstrated intermediate level experience with Microsoft Office suite is required and experience with human resources/payroll or applicant tracking/recruitment information systems. Working knowledge of Workday Human Capital Management system experience and Penn's policies and procedures is preferred but not required. Background Check required.

Application Requirements: All applicants must submit a cover letter indicating reason of interest and a resume for consideration for this position.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Facilities and Real Estate Services

Pay Range
$20.45 - $29.00 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Left-Bank-Facilites--Real-Estate-Services/Human-Resources-and-Labor-Administrative-Coordinator_JR00070965