HR Coordinator

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

At the East-West Center, we're committed to creating a dynamic, inclusive workplace where every team member can thrive. Our team is searching for a highly skilled and motivated HR Coordinator who shares our vision and is ready to take our our Human Resources team to the next level. If you're an organized, detailed, and people-focused professional looking to make an impact, then we have the perfect opportunity for you!

As the HR Coordinator, you will be the go-to person for employee inquiries, ensuring everyone has the information and resources they need. You will support the HR team in entering and maintaining employee records; assist with payroll, benefits administration, and recruitment; as well as organizing files and ensuring compliance with established laws, policies and regulations. The ideal candidate can handle multiple tasks with discretion and efficiency, communicate effectively and serve with respect and integrity, navigate deadlines that can change rapidly, and handle sensitive information with the utmost confidentiality.

If this sounds like a position that you could thrive in, we encourage you to join our team and apply for this exciting opportunity today!

KEY RESPONSIBILITIES OF THE HR COORDINATOR

Here are some of the key responsibilities you can expect in this role:

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  Receives general phone inquiries and distributes incoming mail. Identifies the nature of business and determines appropriate action. Refers sensitive queries to appropriate individuals for prompt handling. Provides accurate information consistent with the Center’s administrative policies and procedures.
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  Coordinates new hire onboarding between the Center and incumbents. Distributes and receives required documents and processes them into BambooHR. Follows up on pending matters and incomplete forms as needed. Maintains HR database and ensures accuracy of employee data.
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  Creates physical and electronic employee files. Files appropriate records and documentation within assigned folders accurately and timely. Maintains the integrity and confidentiality of all HR files and records.
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  Establishes and maintains a filing system for the department’s administrative records. Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
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  Drafts necessary correspondence, reports, and forms as directed. Prepares fiscal forms and payment documents related to materials, subscriptions, equipment, contract payments, etc. Checks all outgoing correspondence and forms for accuracy.
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  Reviews time sheets for accuracy and works with employees to resolve discrepancies. Calculates employee overtime payments each pay period before submitting to payroll. Assists payroll with employee data reconciliation, troubleshooting processing errors, and paycheck distribution if needed.
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  Organizes parking availability and assignment of stalls between the Center and UH Commuter Services. Maintains accurate information of rates, payments, and facility rules. Coordinates with other departments and guests to assign temporary parking arrangements or address concerns regarding parking availability.
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  Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, and other-assigned programs.
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  Maintains an adequate inventory of office supplies and replenishes supplies places orders as necessary. Maintains equipment inventory and prepares necessary reports.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

REQUIRED QUALIFICATIONS AND SKILLS

You will need to possess the following qualifications and skills to be considered for this role:

Education & Experience – High school diploma and at least two (2) years of relevant work experience within the human resources field; or a combination of education, training, and experience totaling at least five (5) years from which comparable knowledge and ability can be acquired that demonstrates the ability to perform the duties of the position. Possesses working knowledge of application federal and state employment laws, practices, and general work procedures within the HR landscape.

Communication – Possesses strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability - To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge – Of office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment including computers and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, and equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

Physical Requirements – Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

Preferred qualifications include Experience with BambooHR or other-related HRIS systems, and any current professional HR certifications (PHR, SPHR, SHRM-CP, SHRM-SCP, etc)

SALARY AND BENEFITS

The East-West Center values its employees and provides a supportive work environment for staff to excel and thrive. Here are some of the benefits you can expect when you join our team:

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  Competitive Salary and Benefits

The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings, and paid time off.

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  Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. By joining our team, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

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  Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY

If you're interested in applying for this role, submit an electronic application by clicking the "APPLY TO THIS JOB" button below so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

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  Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

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  Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

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  Provide Three Professional References

Ensure that your references can attest to your skills, worth ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside on Oahu, Hawaii.