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