HR Intern

Purpose

The HR Intern's main purpose is to support the HR Department in completion of daily HR tasks. These tasks include onboarding & orientation, internship program facilitation, employee conflict resolution, and employee engagement, event planning.

Scope

The content and statements documented in this job description are designed to describe the general nature and level of work as well as provide a basic understanding of the role, responsibilities, and expectations of the person assigned to perform the job. This job description is not designed to provide an exact or exhaustive list of all job duties, tasks, skills, and qualifications. The intent of this job description is to be representative of the knowledge, skills, and abilities needed to satisfactorily perform the essential functions of the position satisfactorily and in accordance with the established performance expectations.

Responsibilities

Summary

The Human Resources Coordinator is an individual contributor role and a member of the InvaGen Pharmaceuticals Human Resources Team. The position reports to the Human Resources Business Partner. The essential and typically expected job duties for this position include but are not limited to the following:

Onboarding & Orientation

• Participate the hiring of associates across all divisions of InvaGen.
• Assisting in the collecting of new hire paperwork
• Ensuring all onboarding actions are completed within a timely manner.
• Assist, coordinate, and participate in actions such as new hire orientation, annual benefits open enrolment, diversity and employment engagement events, open Houses, and other site activities.
• Partner with payroll, verify payroll related forms for payroll processing and submit to payroll
• Additional form entry of uniforms orders and employee referral forms submitted to HR.
• Assist with data entry clean up in systems used: ADP and Success Factors

Staffing Support & Internship Program

• Serve as the Internship Program Coordinator in hiring interns, attending college fairs, and other intern hiring events,
• Planning and facilitating intern programs to include career building workshops and volunteer events.
• Partnering with external agencies to include colleges and volunteer organizations.
• Serve as the main HR point of contacts for interns.
• Assist and or collaborate on HR Business Partners on meeting staffing requirements for client groups.
• Interface and liaison with external recruiting agencies to support staffing needs.
• Utilize the Company's Applicant Tracking System (ATS) to disposition candidates accordingly.
• Serve as the point of contact for applicants and new hires as part of the pre-hire and onboarding process.

Employee Relations

• Support HR Business Partners across all divisions of InvaGen in handling employee investigations
• Resolving employee complaints
• Play a supportive role in resolving employee conflict.
• Noting complaints received by employees.

Employee Engagement Event Planning

• Support HR Business Partners on the development, facilitations, and execution of employee engagement and appreciation events to include the Company's Summer BBQ and the Winter Holiday party.
• Partner with external vendors to secure services, equipment, food, etic.
• Support HR Business Partners with the Company's "We are Listening" campaign.

Administration

• Answer phones, direct calls to the appropriate Company associate.
• Scanning of documents into the shared drive.
• Enter information into systems used such as Lawlogix and HireRight.
• Check new hire packets for completion to include all signatures.
• Check Hire right for Background check completion and or discrepancies.
• Collect I-9 supporting documentation
• Perform other administrative and clerical duties such as data input, preparing reports, filing, organizing documents, photocopying, faxing, etc. as needed and assigned.
• HR System Adminiration & Maintenance (LawLogix, SuccessFactors, Everfi, HireRight, E-Verify).

Major Challenges/Opportunities

• Problem solving skills.
• Strong attention to detail required.
• Dealing with ambiguity and changing organizational priorities.
• Working with multiple systems and databases.
• Collaborating across international time zones.
• Prioritizing and balancing both professional and personal commitments.

Key Metrics

• Staffing of interns
• Facilitationof Internship events.
• Effectively resolving employee relation conflicts.
• Onboarding new hires
• Execution of Employee Engagement events
• Responsiveness and effective communications.
• Professionalism and customer service feedback

Education and Experience, Skills & Competencies

• Minimum high school diploma or GED required.
• Minimum of one (1) year of relevant HR Generalist, HR Coordinator, HR Admin experience.
• Solid knowledge of the job with substantial familiarity and understanding of the general aspects of the job.
• Preferred experience with HR software such as Success Factors and ADP.
• Able to effectively communicate - oral, written, presentation, interpersonal, and organizational.
• Proficient user of Microsoft Office tools such as Word, Excel, PowerPoint, Outlook, Teams Meeting, and other business software and internet/web browsers like Google Chrome and Edge.
• Able to compile, analyse, and report data in a business context with attention to detail, accuracy, and data integrity.
• Must be proactive and take initiative to ensure the completion of quality staff work.
• Must be able to handle multiple tasks, work under general supervision and work independently in a team environment.
• Must be able to effectively partner with external vendors, recruiters, and other entities.
• Must be able to exercise appropriate professional judgment on general matters of significance.
• Must be able to adapt to change and ambiguity.
• Must be able to maintain confidentiality

Preferred Qualifications, Competencies and Skills

• Bachelor's Degree in Human Resources, Psychology, Business Administration or another relevant field of study from an accredited College or University.
• Experience working in the pharmaceutical industry manufacturing setting.
• Familiarity using badging software and other business systems such as SuccessFactors, ADP Workforce Now, Concur Expense Reporting, and SAP.
• Experience working with culturally diverse and multilingual employees.
• Must be able to influence decision-making and facilitate completion of work toward the achievement of the business plan and goals.
• Effective interpersonal relationship skills and the ability to work in a team environment.
• Bilingual in Spanish.

Physical and Other Job Requirements

• Able to lift 15 pounds with or without assistance.
• Able to frequently stand, bend, walk, sit, climb, balance, stoop or crouch, kneel, reach, push, pull, grasp, feel, talk, write, type, listen and hear.
• Must be able to work some weekends and extended hours based on as needed and required.
• Must be willing to work any shift or site as required.
• Must be able to travel domestically and internationally as needed (less than 20%).
• Able to be able to wear personal protective equipment (PPE) such as hard hat, hair net, safety shoes, glasses, lab coat, and other PPE as required.
• No remote work.
• No employment sponsorship.
• No relocation