This position has Hybrid Flexibility. The chosen candidate will be required to work 3 days in office and 2 days at home. We are asking candidates to reside in the greater Nashville area or be open to relocation without assistance from the organization. 

The HR Assistant provides helpful, positive one on one customer service to walk-in customers and quickly and appropriately responds to inquires over the phone or email. Research skills are important to gather information to resolve inquiries. You will have the opportunity to work closely with HR staff members and use your thorough working knowledge of HR processes, HR technologies, operating procedures, and government requirements to assist customers with HR related issues or questions. This role also collects important I-9 information and coordinates the process for new hires and re-hires.

Duties and Responsibilities:
▪Provides general information and answers routine questions regarding the application of human resources policies and procedures to employees; refers questions or concerns requiring policy interpretation to more senior representatives or to specialist HR staff, as appropriate.
▪Assists diverse university population with timecard issues and, if necessary, provides contact information of HCM in their department.
▪Provides excellent customer service to internal and external customers seeking assistance with employment applications, benefits information, employee leaves (FMLA, Non-FMLA, etc.),payroll issues, HR forms, federal form I-9, criminal background checks and other HR related issues ensuring the customer receives accurate information or that the issue is escalated to the appropriate subject matter expert for follow up.
▪Collaborates with all HR units to ensure satisfactory customer support
▪Completes and writes employment verifications and public student loan forgiveness forms in a timely and accurate manner.
▪Processes referral bonus payments.
▪Uses Human Resources systems in a responsible and confidential manner to provide accurate information to customers and colleagues.

▪Manages calendar of Sr. HR leader of one-time, recurring, ad-hoc, and committee meetings with internal and external participants. Assist assigned HR team with scheduling meetings as needed.

▪Utilizes Microsoft Outlook Email and Calendar applications, Excel and PowerPoint in support assigned HR team.

▪Drafts agendas, records meeting minutes and distributes as needed for Sr. HR leader

▪Responsible for the administrative functions of HR Consulting including RIFs, separation notices, personnel records requests, etc.

▪Serves as the project coordinator for assigned HR team projects by creating and monitoring project plans and ensuring timely completion of projects.

Supervisory Relationships:
This position does not have supervisory responsibility. The position reports administratively and functionally to the Director of Strategic Initiatives.

Education and Certifications:

A High School Diploma is necessary

A Bachelor’s degree from an accredited institution of higher education is strongly preferred

Qualifications:
▪ At least one year of previous high-volume customer service experience is necessary
▪ Experience delivering excellent customer service in-person, over the phone and via e-mail is necessary
▪ Excellent oral and written communication skills, including the ability to clearly and concisely answer questions and convey information, is necessary
▪ Demonstrated organizational skills is necessary
▪ Ability to multi-task is necessary
▪ Detail and accuracy is necessary
▪ Ability to establish and maintain cooperative working relationships with other staff whose functions impact on assigned responsibilities is necessary
▪ Ability to work collaboratively within a team environment and independently is necessary
▪ Advanced computer skills including proficiency with Microsoft Office is necessary
▪ At least one year of previous HR experience is preferred
▪ Experience with I-9 completion and review is preferred
▪ Previous experience with Oracle HCM is preferred

Key Characteristics of a Successful Team Member in this Work Unit:
▪ Works through Issues – Recognizes that the work is about successful outcomes, if things aren’t going well, outcomes suffer; is willing to have crucial conversations if things aren’t going well; doesn’t just complain to management… does everything possible to remedy the situation directly first
▪ Helpful Nature – Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate
▪ Is Nice – Asks caring, interested questions and is a good listener -- smiles and is grateful; sends appropriate notes of thanks to others who have helped; avoids gossip or saying negative things about co-workers; patient and generous; makes suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical
▪ Adaptability – Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts
▪ Maturity -- Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct

General Characteristics of a Successful Vanderbilt University Staff Member:
ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.

Job Summary