Position Overview

Human Resources Representative 2, MIT Sociotechnical Systems Research Center to serve as a member of the department’s administrative support team to provide a wide range of human resources administrative responsibilities. Duties include: assist with hiring, onboarding, training, performance reviews and professional development of employees; process HR transactions; review and approve weekly timesheets; coordinate visa applications and renewals; handle and maintain department’s confidential personnel files; assist with design of internal departmental HR processes, workflows and guidelines; track and report vacation balances; ensure annual forms and trainings are completed by appropriate staff members (IPIA, OPA); serve as a resource for general HR inquiries from staff.

Reports to Director, Administration and Finance (DAF), SSRC

40 hours/week

This position cannot be fully remote, but hybrid is possible, with at least three days in-person.

Apply here – https://careers.peopleclick.com/careerscp/client_mit/external/jobDetails/jobDetail.html?jobPostId=27723&localeCode=en-us

Principal Duties and Responsibilities

  • Serve as resource to staff and visitors regarding MIT HR policies and procedures. Communicate HR practices, policies, and procedures on time and to the appropriate staff.
  • Recruitment – work with DAF to develop and catalog accurate job descriptions for new and existing positions; prepare job requisitions and advertisements, submit job requisitions in Applicant Tracking System and other posting and resume-sourcing sites; help ensure that searches are in compliance with MIT and School of Engineering protocols.
  • Hiring – assist DAF with phone screenings and reference checks; interact with MIT’s Central HR services and temporary agencies.
  • Onboarding and off-boarding – develop orientation checklists and programs to successfully onboard new employees and ensure proper training is completed; conduct exit interviews and terminations for employees leaving SSRC.
  • Process all visa paperwork; advise faculty supervisors and communicate with international scholars regarding visa acquisitions and timelines (process visas for foreign nationals; function as liaison between the prospective visitor and the International Scholars Office and International Students Office).
  • Process all HR transactions for staff and visitors (appointments, extensions, terminations, salary changes, etc)
  • Process visiting student appointments.
  • Approve weekly timesheets for hourly staff and students as well as temporary workers.
  • Training and Professional Development – work with DAF and other department administrative staff to create opportunities for staff engagement and professional growth; assist with planning and coordination of staff meetings; resource on Institute professional development opportunities.
  • Performance Reviews and Evaluations – prepare materials for annual and out-of-cycle reviews, assist DAF with reporting and tracking and timely submission of performance evaluations.
  • Generate and analyze HR reports using COGNOS; report on a wide spectrum of HR activities and data, create and manage departmental HR database for different pending appointments.
  • Create and maintain confidential employee files; ensure that HR files created for all employees are in compliance and up-to-date; maintain paper files and electronic systems to allow for easy retrieval; update department staff listings.
  • Responsible for vacation reporting for all levels of employees (SRS, administrative staff, support staff).
  • Coordinate and confirm for School/DLC that annual forms and/or trainings are completed by appropriate staff members (IPIA, OPA).
  • Collaborate closely with the MIT Disability Services and Medical Leaves Office in handling disability and leave requests; responsible for accurate documentation and record keeping.
  • Perform other duties as needed.

Supervision Received

Director, Administration and Finance

Supervision Exercised


Qualifications and Skills

Minimum 5 years of HR or related administrative experience required; High School diploma required; growth mindset and ability to follow through on tasks; excellent customer service and interpersonal skills; excellent verbal and written communication skills; take initiative and show positive energy; exercise good judgment; strong attention to detail; strong organizational skills; work both independently and as part of a team; must be able to manage confidential information with discretion; must be proficient in Microsoft Office programs, including Word and Excel. Experience with MIT SAPgui, Cognos, Applicant Tracking System (ATS) preferred.  Knowledge of J-1 and/or H-1B visa requirements would also be a plus. Bachelor’s degree is preferred.