Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

MC

Job Summary:

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Learning and Development Assistant / Personnel Assistant.

Reporting to the Learning and Development Associate, the Learning and Development Assistant will be responsible for providing administrative support to Learning & Development, and oversee the coordination of all activities related to New Employee Orientation and support Human Resources projects/initiatives as needed. This includes timely follow-up, scheduling meetings for senior HR leadership with key stakeholders, and ensuring deadlines are met.

Additional Duties and Responsibilities include:

Learning & Development: 

• Administrative support: Providing customer service, handling queries, and liaising with facilitators.
• Data entry: Maintaining and securing records, including participation records.
• Communication: Communicating with staff and managers, and communicating course requirements.
• Event planning: Coordinating bookings for courses and trainers, booking venues, and catering.
• Learning and development materials: Preparing joining instructions, learning and development materials, and articles for in-house publications.
• Reports: Compiling reports on training and development programs, and producing reports.
• Evaluation forms: Monitoring evaluation forms to enable amendments to programs.
• Calendars: Maintaining the L&D calendar, monitoring responses, and updating records.
• Process improvement: Continuously improving L&D processes.
• Training: Occasionally assisting in delivering training in a classroom or in a distance learning ore­ learning environment.
• Provide ongoing administrative support to comply with Federal, New York State and SUNY required trainings (e.g., COELIG, Title VI, Telecommuting, etc.).

New Employee Orientation (NEO):

• Oversee the coordination of the NEO process. Manage the flow of NEO, ensure presenters, buddies, and managers are on time.
• Prior to NEO, notify new employees of orientation information, ensure relevant parties have necessary information (e.g., Sodexo is notified of number of participants for breakfast, Hospital Police provided NEO list for badge creation, obtain lunch vouchers, etc.)
• Create "Welcome Kits" for NEO and ensure sign-in sheet and Buddy sign-in sheets are created.
• Manage "New Employee Buddy Program" including tracking trained buddies, vetting interested individuals and ensure training for qualified individuals, as well as pairing buddies with new hires prior to orientation day.

HR Operations:

• Establish working relationships with key HR stakeholders and external vendors.
• Support other HR staff and may perform specific tasks in the absence of others including fielding/directing HR related questions.
• Ensuring all relevant HR practices and policies are being followed.
• Work to provide excellent customer service to members of the organization at all levels.
• Perform accurate and timely completion, delivery, and communication of assignments.
• Works on Human Resources projects and initiatives as needed.
• Other duties and responsibilities as required.

Required Qualifications:

• Associate's Degree and 1-year of professional experience in administrative role, preferably in higher education or the public sector;
• Or a satisfactorily equivalent of education, training and/or experience to above.

Preferred Qualifications:

• Experience in a Government Agency, University, and/or Hospital setting.
• Excellent written and verbal communication skills and emotional intelligence,
• Excellent customer service skills.
• Excellent organizational skills and extremely detail orientated,
• Knowledge of Human Resources policies and practices in HR core areas.
• Excellent computer skills including PowerPoint, advanced Excel, and advanced Outlook.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at ada@downstate.edu