Title: Department: Human Resources Office (HRO) Employee Group & Grade: Exempt, 11 Reports To: Associate Vice President (AVP) Date Prepared/Revised: November 17, 2004/December 11, 2017 Purpose, Scope & Dimension of Job: Managers at Mott Community College are accountable for eight key results as follows: 1. Planning and Execution: Managers are paid to get results through others. They are accountable for the production of others as well as self; they make the right things happen the right way. This includes ensuring that departmental operations are executed successfully and planned results are obtained; delegating appropriately; monitoring activities of subordinates; creating an environment so that subordinates can accomplish their assignments; responding to the needs of the department s clients/customers; conducting necessary planning and organizing efforts, and coordinating and integrating activities and efforts within and outside of their own department. 2. Improvement: Maximizing the performance of their own department. Making the College organization stronger (more efficient, more effective). Providing appropriate leadership to insure that departmental operations are improved; contributing to College-wide improvement efforts. Identifying the need for change (identify goals and objectives); taking initiative; fostering a climate where subordinates generate suggestions for change. 3. Strategic/College Perspective: Incorporating consideration of the broader organizational perspective into tasks and assignments (affirmative action, for example); integrating the interests of stakeholders into planning, decision making and action. Conducting self as a spokesperson for College and as a member of the management team. Work collaboratively with other managers across the organization, subordinating departmental interests to broader College interests when appropriate. 4. Develop Subordinates: Help them to maximize their contribution to the organization and to grow professionally. Take corrective action with subordinates when performance needs improvement. Foster effective teamwork. 5. Relationships and Communications: Build effective relationships both within and outside the department; seek input from and maintain effective ongoing communication with others. Manage conflict to ensure least disruption to organization. 6. Problem Solving/Decision Making: Analyze business problems; create effective solutions; exercise good judgment. 7. Safety: Create a safe work environment; manage risks; reduce exposure to liability. 8. Behavior: Be a role model for subordinates; set the example. Page 1 of 8
Organizational Setting: The and Staffing Coordinator work together and with the rest of the Human Resources Office as an integrated team to provide customer service to all persons calling or visiting the HR Office. Purpose: This position has oversight for the College s talent acquisition efforts, and does this by focusing on these six areas: First, this position oversees all aspects of the College s hiring processes and serves as the project manager for all hiring done at the College, responsible for quickly filling vacancies with candidates who meet the needs of the organization. Second, this position identifies potential sources of candidates and communicates the College s need for personnel to ensure that diverse, qualified candidate pools are available on a timely basis. Third, this position is part of a four person team led by the AVP to conduct job evaluation work and as such, helps managers design jobs and converting those jobs into detailed job descriptions. Fourth, this position supervises one staff member (the Staffing Coordinator) who supports the staffing function. Fifth, this position is part of the HRO team, and is responsible for contributing to the overall success of the HRO; participate in team activities and assignments; work together with other team members to accomplish organizational and departmental goals and objectives; and assist any member of the HRO team when the need arises or is observed. Sixth, this position serves as an integral part of the leadership team in the HRO and is a key partner supporting the AVP. Supervisory Responsibility: Supervises the staffing coordinator. As a member of the Human Resource leadership team, provides input to the on-going and annual evaluation of HR staff. Essential Duties/Major Accountabilities: A. Staffing & Recruiting 1. Recruiting: Use a variety of approaches and tools (such as networking and cold calling) to identify candidates who meet the needs of the College. 2. Manpower Planning/Recruiting: Work with supervisors and managers to identify/predict potential/upcoming vacancies/needs for both full- and part-time employees; use this projection of turnover as the basis for developing candidate pools to expedite the hiring process. Maintain candidate pools. 3. Staffing/Recruitment/Diversity: Conduct complete recruitment and selection activities for all positions/jobs to provide pools of qualified candidates consistent with the College s Affirmative Action Plan within the time frames identified by or negotiated with internal customers and in accordance with all legal, contractual and procedural requirements. With professional and thorough recruiting, hiring managers will have access to sufficiently diversified pools to ensure that the College s diversity objectives are met. Staffing activities encompass: Page 2 of 8
a) Consulting with managers to assist them in designing jobs and writing job descriptions that satisfy their business/operational needs and broad organizational goals. Ensuring that position requirements and candidate profiles are consistent with duties and accountabilities. b) Consulting with hiring managers to design effective, comprehensive selection processes. c) Creating, placing and posting ads/announcements. Creating effective advertising and recruitment strategies. Ensuring that advertising locations are kept current and consistent. d) Creating and maintaining necessary files, records and correspondence, including electronic applicant files with assistance from HR staff. Perform necessary data entry and filing. e) Identifying knowledge, skills and abilities required in positions and identifying appropriate selection/screening tools for these KSA s. f) Testing applicants or overseeing the administration of tests. g) Coordinating and scheduling the activities of; providing advice and support tasks to; and monitoring the activities of selection committees. h) Screening candidates, particularly the best suited candidates to create a positive relationship between the college and candidate and to collect EEO information. i) Maintaining communications with managers regarding status of open/vacant positions. j) Maintaining verbal and written communication with candidates. k) Conducting reference checks to verify candidate suitability/match. l) Establishing an equitable starting pay rate and making the offer to the finalist. m) Serving as a central link to the organization for candidates, providing them with information and support, to enable both the candidates and the College make informed selection decisions (ensure a solid match between the candidate and employer). 4. Oversee applicant-tracking system; ensure that communications to candidates are timely and professional. 5. Provide information to candidates and supervisors about the College s compensation and benefit programs. 6. Identify appropriate/valid requirements (knowledge, skills, abilities) for individual positions and groups of positions; select appropriate screening/testing instruments; and administer and oversee administration of assessment procedures to ensure the selection of finalists with the appropriate technical, interpersonal and organizational fit. 7. Create and modify policies and procedures related to the College s hiring practices. 8. Monitor the work effort of other HR staff who support the hiring process; coach others to ensure work is performed properly and timely; ensure that problems are resolved by, if necessary, reporting them to departmental management. 9. Create and maintain databases related to recruiting and staffing. 10. Modify the College s hiring processes and approaches; identify and pursue alternative recruiting methods. 11. Design and provide periodic reports on staffing efforts. Establish criteria to measure the effectiveness of recruiting and staffing efforts and collect and report data on such measures (for example, cost of hire, time to fill). Standard reports will summarize sources of responses and identify disposition of qualified applicants. 12. Prepare materials to inform and educate the organization, particularly supervisors and management, about the College s hiring procedures; train participants in the hiring process, particularly interview committees. Page 3 of 8
13. Monitor College compliance with the legal, regulatory, and procedural requirements (including preparation of recurring reports) related to recruitment and staffing. B. Job Evaluation: Interview employees and supervisors regarding job content. Advise managers on job design. Help managers prepare/write job descriptions. Serve as a liaison between employees and committee, anticipating questions for the committee and ensuring that input documents such as questionnaires are understandable, complete and logically consistent. As necessary, facilitate resolution of disputes between supervisors and, if unresolved, ensure that dispute is documented. C. Employee Relations: Design and conduct employee orientations. Provide assistance in identifying appropriate range of recognition, communication activities, and programs. Assist in designing programs and in organizing and conducting events. D. Leadership Development: Participates as an integral member of the College s leadership and employee development programs. E. Other: 1. Coordinate work efforts with other appropriate groups such as payroll, accounting, other HRO staff, vendors, supervisors, and managers. 2. Assist with leadership and employee development. 3. Assist with employee/labor relations by participating in meetings; answering inquiries; and providing data, as needed. 4. Conduct basic research, assemble data and information, prepare reports, and complete surveys. 5. Perform or assist in the performance of any task required of any member of the HR Office when necessary due to workload, absences, deadlines, etc. Assist other members of the HRO when needed or observed. 6. Ensure that the College is in compliance with the legal, regulatory, contractual, collectively bargained, and procedural requirements (including preparation of recurring reports) related to assigned operations. 7. Create, document and communicate user-friendly, efficient policies and procedures for assigned areas of responsibility. 8. Give presentations to employees and supervisors. 9. Prepare reports and studies; maintain data, files, etc. needed to document and defend the actions of the College related to assigned areas of responsibility; and create and maintain organized libraries of information, reference materials, policies and procedures for Human Resources operations to minimize the transition time required of a new or replacement employee. 10. Generate employee support for the HR Office by providing high quality customer support for employees and supervisors. Communicate and provide accurate and timely information and service to the various customers served by and groups who interact with the HR Office to meet customer needs and create a positive impression of the College s HR Office. Promptly resolve questions and problems related to assigned areas raised by either employee or supervisor/management. Serve as a contact point or liaison for employees needing assistance with HR related matters outside of assigned areas (this role involves serving as a spokesperson or representative for the employee, passing on the concern to the appropriate Page 4 of 8
staff member, ensuring that the customer is aware of how their matter is being handled, and closing the loop). 11. Identify the need for changes in policies and procedures and take initiative to implement within assigned area of responsibility or make recommendation for change to responsible party. 12. Serve as an advocate for and representative of management s interests and position. Represent, explain, and advocate management s position when interacting with others. 13. Other duties as assigned. Key Performance Expectations for All HR Staff 1. Be accountable and responsible. 2. Behave ethically. 3. Approach issues and assignments with an open mind, objectively and neutrally, with logic and analysis. 4. Be well organized. 5. Collaborate both within and outside the department. 6. Be committed to the HR profession and the work we do. 7. Approach work cheerfully, enthusiastically and energetically. 8. Consistent and timely attendance. Minimum Required Knowledge, Skills, and Abilities: 1. Bachelor s degree. 2. Four years of staffing and recruiting experience encompassing a range and diversity of positions, similar to those at Mott, in a service industry/organization. 3. One year of experience utilizing automated HR systems such as applicant tracking, which may be concurrent with above requirement. Ability to appropriately use and demonstrate proficiency with standard office productivity software and tools. 4. Demonstrated record of success in diversity recruiting efforts. 5. Sufficient knowledge of, and experience with, compensation and benefits to explain programs to candidates, set start pay rates, and conduct analyses related to appropriate compensation. 6. Knowledge of a variety of assessment tools applicable to employee selection. 7. Demonstrated work history of providing high quality, strong customer-oriented services including: problem solving orientation; strong listening skills; expertise in advising and consulting; history of coordinated work effort with extensive follow-through and follow-up; experience identifying customer needs; conflict resolution; ability to put customer before self; and creation of user-friendly communications. 8. Demonstrated ability to succeed in a team-oriented environment and coordinate work effort with others. Ability and willingness to perform both professional and technical/administrative/clerical tasks. 9. Solid personal and interpersonal skills including high energy level; cheerful, positive disposition; strong verbal and written communication skills; strong work ethic; can do, problem solving attitude; flexible and adaptable; and able to work independently and in groups. Page 5 of 8
10. Demonstrated evidence of sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, ethnic background and ability of community college students. 11. Must model the behavior that upholds the MCC Commitments for Employee and Student Success. 12. Strong analytical, problem solving, logic, and research and documentation skills; work history of innovation and creativity; application of technology tools to improve efficiency; and experience and facility with process and system design and documentation. 13. Solid basic math skills. 14. Work history which demonstrates personal initiative in, and ownership of, assigned areas of responsibility as well as the proactive implementation of change. 15. Demonstrated ability to efficiently organize and manage large amounts of data, information, records; attention to detail; and well organized. 16. Demonstrated project planning and management, time management, and priority setting skills. Ability to work successfully in a high stress environment, handling multiple tasks and projects simultaneously. Demonstrated history of on-time delivery of projects; project coordination; and anticipation of issues. 17. Ability to work successfully in an environment without detailed direction and in the absence of work process documentation. 18. Ability to speak clearly and communicate proficiently in English 19. Willingness and ability to work the hours necessary to meet the needs of our customers and achieve departmental goals, including work outside of the standard office hours and weekends. Additional Preferred Qualifications: 1. Experience in a unionized, public sector setting. 2. Experience assisting MCC hiring managers in designing effective, comprehensive selection processes. 3. Training and/or experience in industrial psychology or a related field. 4. Experience with immigration laws and procedures. 5. Additional experience beyond the minimum. Unique Aspects of Job: 1. Given available office automation technology and the overall staff size in HRO, this position performs a variety of its own clerical tasks such as typing of drafts, preparation of spreadsheets, and database analysis. 2. Hiring of part-time faculty each semester involves recruiting/staffing efforts similar to that of seasonal business activity. Physical Requirements: 1. Able to remain in a stationary position for several hours approximately 20% of the time. 2. Frequently operates personal computer. Page 6 of 8
3. Move or traverse about campus and the community. 4. Constant communication with others. 5. Occasionally moves boxes, files, materials up to 30 pounds. Hours/Schedule: Exempt, full-time. In addition to regular business hours, the person in this position must be able to be flexible around the needs of the College, which includes occasional evening and/or weekend hours. Page 7 of 8
Signatures: Associate Vice President Human Resources Date Employee Date This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements. This section to be completed by a Human Resources representative Employee Group & Grade: Exempt/Grade 11 Affirmative Action Group: 14 (Business Services Managers & Supervisors) Status: Official When Signed Above Reviewed by Human Resources: Initials Date Page 8 of 8