Human Resources Coordinator

VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: The Human Resources department of the OSU Foundation is dedicated to fostering a supportive and dynamic work environment that attracts engages and develops top talent. Our primary purpose is to provide strategic human capital management and support that aligns with the Foundations vision mission and goals. By focusing on employee-centric practices and cultivating a culture of excellence Human Resources uniquely supports the functions of the Foundation in the following ways: Employee Engagement Employee Relations Talent Management and Operational Efficiency.

PRIMARY PURPOSE: The Human Resources Coordinator plays a key role in supporting the daily operations of the Human Resources department while serving as one of the primary points of contact at the organizations front desk. This position provides comprehensive administrative and HR support across multiple functional areas including recruitment onboarding training and development and office administration. The ideal candidate will demonstrate exceptional organizational skills a proactive approach to problem-solving a strong customer service orientation and the ability to maintain the highest level of professionalism and confidentiality.


KEY AREAS OF FOCUS:
Front Desk and Office Operations (45%)

• Serve as the first point of contact for employees candidates donors campus partners and visitors ensuring a welcoming and professional environment.
• Answer and route incoming calls promptly and courteously.
• Manage incoming and outgoing mail and packages including daily gift receipts and pledge reminders.
• Responsible for the distribution of OSU Foundation voucher checks requested through University departments.
• Support daily office operations including maintaining front desk and common areas ensuring supplies are stocked and performing daily coffee machine maintenance.
• Handle daily errands such as deliveries to the post office bank and other designated locations.

Human Resources Support and Coordination (40%)

• Maintain employee confidence and protect operations by keeping Human Resources information confidential.
• Coordinate new hire onboarding activities including pre-employment logistics scheduling and coordinating onboarding meetings and maintaining onboarding records.
• Work with the Human Resources Intern to maintain confidential personnel files in compliance with legal and organizational standards including archiving organizing and purging records when necessary.
• Assist with monthly turnover headcount and retention reports data verification and updates to directories and SharePoint sites.
• Assist with clerical aspects of the Human Resources team by processing invoice approvals and monthly expenditures for Human Resources and Central Supplies as needed.
• Provide administrative support for Human Resources programs initiatives and special projects contributing to a positive and efficient workplace culture.

Systems Communication and Process Improvement (15%)

• Manage and update the Human Resources SharePoint pages and employee resource materials including Benefits and Insurance OSUF Org Structure Recognition Opportunities and Managers Corner.
• Maintain and update organizational resources: organization chart phone lists floor plans and staff directories.
• Develop and publish internal communication materials such as Mirth PowerPoints and LinkedIn Learning resources.
• Support continuous improvement initiatives by documenting Human Resources procedures identifying efficiencies and contributing to the development of clear user-friendly guidelines.

Other duties as assigned.


JOB COMPETENCIES AND EXPERIENCE:
Education & Certifications-

• Graduation from a standard high school or approved equivalent.

Experience-

• 1-3 years of administrative or Human Resources experience preferred.
• Proficiency with Microsoft Office 365 Suite including Outlook Word Excel Teams and SharePoint.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills and the ability to interact professionally with employees at all levels.
• Proven sense of humor and ability to have fun!

Basic Requirements-

• Ability to work Monday through Friday from 8:00am 5:00pm with a one-hour lunch break from 12:30pm 1:30pm.
• Valid drivers license required with a clear driving record.

Organizational Competencies-

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids telling themselves a story and works to deploy crucial conversation communication techniques; shows the highest level of understanding courtesy tact empathy and concern with all interactions.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity stewardship of resources and service to OSU.
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mindset when presented with opportunities to learn about different cultures approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change is open to new ideas; takes on new responsibilities handles pressure and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty.
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success and learns from all results; demonstrates dedication to the principles of truth and honesty even when the message may not be welcome; maintains confidentiality; supports company values walks the talk; behaviors and actions are consistent with statements values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors interests while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.

PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.

Required Experience:

IC