West Virginia University Shared Services Center is currently accepting applications for a Workforce Administration Associate.

About the Opportunity

As a Workforce Administration Associate, you will support the operations of the Workforce Administration team with a focus on the Temporary Employment Program and Onboarding. You will provide high level customer service when responding to inquiries from applicants, hiring managers, colleagues, and leadership. This position will work collaboratively with team members to maintain operations and continuously streamline and improve processes and services.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

PAY GRADE - 14

What you'll do:

Temporary Employment Program:

• Serve as the subject matter expert for the Temporary Employment Program, and is point of contact for guidelines, posting requirements, and hiring processes
• Manage the entire operational and daily functions of the Temporary Employment Program
• Assist hiring managers and HR Partners with creating temporary position requisitions in the applicant tracking system (Taleo/WVUHire)
• Draft ads for job postings and post to job boards via the applicant tracking system
• Assess applicants for position requirements in WVUHire
• Conduct phone screens on selected candidates and provide summary of results to hiring manager/HR Partner
• Initiate background checks on selected candidates
• Draft routine offer letters for review and extend approved employment offers to candidates
• Enter, update, maintain the MS Access Mountaineer Temp Database
• Monitor the maximum time limits for federal compliance for regular temporary staff and casual worker assignments
• Handle assignment extensions and escalate questionable requests to Supervisor
• Notify the hiring department/supervisor of the assignment end dates prior to established deadline
• Execute program evaluation form to department/supervisors
• Generate reports for program usage
• Facilitate temporary assignment extensions to outside vendor in situations when a department needs to extend the maximum time limits for temporary staff and casual workers
• Maintain employment records for vendor contract and usage
• Obtain quote from outside vendor for staffing services

Onboarding:

• Maintain Incomplete Onboarding report, tracking all new hires currently in the Onboarding process and their progress in completing their Taleo Onboarding tasks. Document updates in relation to their completion of payroll processing
• Remind new hires, via phone and email, to complete their Onboarding tasks in a timely manner to prevent delays in start dates
• Provide direct support and instruction to new hires on system navigation to ensure all documents and forms are completed in a timely manner
• Provide support on special hiring processes such as Dual Hired Physicians and Medical Residents

Customer Service:

• Respond to general inquiries in Salesforce and vanity accounts regarding questions related to the hiring process

Project Management Team Operations Support:

• Suggest and initiate process improvement initiatives
• Provide backup support to Operations Coordinator
• Process Unemployment Claims
• Process Taleo Permission requests
• Participate in system testing efforts as needed
• Document all routine processes and procedures

Recruitment Process Team Support:

• Provide backup support to the Recruitment Process Team. This may include initiating background screens, creating requisitions, and other routine tasks in times of high volume.

• Associate degree OR an equivalent combination of education and directly related experience.
• A minimum of two (2) years of experience in any combination of the following:
  • Human Resources
  • Office Administration
  • Customer Service
• Attention to detail and accuracy with keying information
• Ability to research issues and prepare options for resolution
• Ability to learn internal systems such as Salesforce and Taleo
• Ability to provide clear and concise instructions and one-on-one support to system users
• Demonstrated experience navigating multiple computer screens, including entry of required information
• Ability to manage multiple tasks
• Communicate effectively and professionally, both orally and in writing
• Effective interpersonal skills and demonstrated success with ability to build and maintain effective work relationships
• High degree of integrity and reliability
• Demonstrated ability to use Microsoft office products, such as Excel, Word, Access, Teams, and Outlook
• Demonstrated experience in providing an exceptional level of customer service, to all levels of the organization

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.