Recruitment System Support Specialist - Shared Services

The Shared Services Center at West Virginia University is currently accepting applications for a Recruitment System Support Specialist. This is a remote position.

About the Opportunity

This position serves as a recruitment system support specialist for the Workforce Administration team in the WVU Shared Services Center. This position will use WVU's recruiting tool, Taleo, to create and post new positions to be filled at WVU and will complete processes to finalize offers to selected candidates and ensure that new hires are seamlessly onboarded into the WVU Payroll System. This position will resolve complex and difficult cases that are received via phone, email, the HR portal, or other access channels that pertain to the hiring process. The incumbent will use case management tools to respond and track inquiries, using judgment, experience and knowledge and using independent thinking abilities.

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)
• 24 annual leave (vacation) days per year (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

What You'll Do

• Recruitment Support
  
  
  
  
  • Demonstrates service excellence and positive interpersonal relations when assisting with creation of position requisitions in Taleo
  • Works collaboratively with all constituents to collect all necessary data required to complete the requisition in an accurate and timely manner
  • Completes the compensation section of the requisition for established positions, including salary range, SOC Code, and Workers Compensation Code, for routine, existing positions for review by COE
  • Secures appropriate approvals for employee requisitions
  • Notifies relocation vendor as needed
  • Drafts and extends contracts/employment offer letters to selected candidates; monitors for acceptance
  • Collaborates with Center of Excellence to resolve new hire issues
  • Collaborates with other cross-functional team members to resolve employee issues in a thorough and timely manner
  • Serves as a resource to SSC Customer Care Agents to help ensure a high percentage of first time call resolution for customers
  
  
  
  
• Employee Onboarding
  
  
  
  
  • Supports the onboarding process for Taleo new hires by responding to questions related to completing forms and documents in the Taleo onboarding modules
  • Provides instructions to new hires to ensure proper I-9 completion
  • Assists new hire with completion of I-9 and ensures all required documents have been obtained
  • Coordinates the completion of all Resident and Resident Alien I-9 forms for Taleo hires, with authorized representatives and regional campuses and ensures that I9 forms are appropriately verified
  • Checks Section II of I9 for compliance
  • Verifies that I-9 approvals and offer letter starts dates are in sync as to not impact hiring eligibility and Visa status of international new hires
  • Provides assistance to new hire with any onboarding system navigation questions
  • Obtains all required documents for Direct Deposit
  • Assists new hires with any basic questions regarding completion of forms
  • Secures assistance from appropriate workforce administration staff or COE (Talent and Culture, Tax Services, Payroll) for complex questions
  • Stays current on policy and procedure changes to the employment eligibility process proposed or published by Federal, State or University Administration
  • Demonstrates service excellence and positive interpersonal relations when assisting new hires with their onboarding documents
  • Provides guidance and interpretation of various forms related to the onboarding process
  • Understands the rules and regulations, policies and procedures and state/federal regulations concerning the accurate and timely completion of onboarding tasks and how that impacts hiring eligibility
  • Executes new hires from Taleo to Salesforce once all needed documentation is provided
  • Scans any paper documents to secure N drive for Employee Data Management (EDM) staff to key
  • Provides general information regarding benefit enrollment navigation in onboarding module
  • Uses professional and customer-focuses approach to handle customer inquiries.
  • Ensures privacy where appropriate, including confidentiality and protection of sensitive reports or information
  
  
  
  
• Reporting
  
  
  
  
  • Develops, maintains and runs standard reports
  • Generates queries using Taleo Report Writer and other reporting tools
  • Suggests and initiates process improvements based on findings
  • Documents all processes and procedures
  
  
  
  
• Other Duties
  
  
  
  
  • May assist with testing any upgrades, enhancements and new Taleo product launches
  • Other duties or special projects as assigned
  
  
  
  

• Bachelor's degree in Business, Human Resources, or related field
• A minimum of one (1) year of experience in the following:
  
  
  
  • Talent Acquisition, recruitment, new hire onboarding, and/or related experience
  • Experience using talent management system, HRIS, or related database applications
  • Administrative processes experience
  • Customer Service experience
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Ability to handle multiple tasks, meet established deadlines, with composure
• Work in a fast paced work environment
• Knowledge of federal regulations and rules related to I-9s
• Ability to research complex issues and prepare options for resolution
• Communicate effectively, 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 experience in providing exceptional level of customer service to all levels of the organization
• Demonstrated experience in recruitment/hiring and human resources functions
• Demonstrated experience using talent management systems, databases and tracking

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.