Human Resources Generalist at Institute of… · Santa Fe

Description

The Human Resources Generalist builds and runs the day-to-day operations of a two-person HR department serving 100+ full-time faculty and staff, 40 to 50 adjunct faculty, and 60 to 70 work study students each semester. This position is designed for an HR professional who wants hands on ownership of real projects and broad exposure across the full HR function, and who is energized by building processes and systems where none currently exist.

The role carries two kinds of work. First, ongoing operations: recruiting coordination, onboarding, benefits support, payroll input, compliance administration, and records management. Second, and equally important, project and implementation work: building out Paylocity modules, documenting and standardizing HR processes that do not yet exist, and supporting the revision and rollout of the employee handbook and IAIA policies.

The HR Generalist works under the direction of the HR Director and is expected to take initiative, ask questions, propose improvements, and carry assignments through to completion with minimal follow up. This position supports IAIA's mission, vision, core values, and its commitment to Native preference in hiring.

ESSENTIAL FUNCTIONS

Systems Implementation and Process Building

• Serve as the department's primary hands-on administrator for Paylocity, including configuration, testing, and rollout of assigned modules such as recruiting, onboarding, performance, time and labor, and learning.
• Build, test, and document workflows in Paylocity in partnership with the HR Director and Information Technology.
• Write and maintain written standard operating procedures for core HR processes, creating documentation where none currently exists or revising outdated processes.
• Identify manual or paper-based processes and recommend practical improvements or automation.
• Build and maintain HR forms, templates, checklists, and trackers.
• Support employee training and communication when new systems or processes go live.

Recruiting and Staffing

• Coordinate the full recruiting cycle: intake with hiring managers, position postings, applicant tracking, interview scheduling, and candidate communications.
• Post and advertise open positions in coordination with the Communications Office and within budget.
• Build and maintain relationships with recruiting sources, including tribal colleges, Native professional networks, higher education job boards, and local sources.
• Screen applications for minimum qualifications and route qualified candidates to hiring committees.
• Administer background checks and pre-employment documentation accurately and on schedule.
• Draft offer letters for HR Director review and extend approved offers.
• Process appointments and terminations for adjunct instructor contracts and work-study assignments.
• Prepare annual core faculty letters of intent and contracts for review and approval.
• Track and report recruiting metrics, including time to fill, source of hire, and open requisition status.

Onboarding and Employee Lifecycle

• Design, run, and continuously improve IAIA's new employee orientation and onboarding experience.
• Prepare orientation materials, coordinate logistics, and ensure new hires complete all required documentation.
• Manage Form I-9 completion and reverification in compliance with federal requirements.
• Coordinate with Information Technology, Facilities, and hiring departments so new employees have what they need on day one.
• Conduct thirty- and ninety-day check ins with new hires and report themes to the HR Director.
• Process employee separations, including exit paperwork, systems access removal, and final documentation.
• Assists the HR Director (or other organizational heads) in sensitive and highly confidential personnel matters.? And exercises tact and diplomacy at all times.?

Benefits and Leave Administration

• Serve as the first point of contact for employee benefits questions and route complex issues to the HR Director.
• Administer open enrollment logistics, communications, and employee support.
• Process benefit enrollments, changes, and terminations accurately and within carrier deadlines.
• Serve as initial contact with insurance carriers and coordinate routine service issues.
• Administer the notification, tracking, and reporting of FMLA eligible requests.
• Monitor high vacation leave balances and notify managers and employees as needed.
• Schedule monthly retirement plan consultation meetings.

Compliance and Records

• Administer IAIA's compliance with the Federal Workers' Compensation Program, including incident reporting and OSHA recordkeeping and posting requirements.
• Support compliance with employment regulations including COBRA, FLSA, ADA, and New Mexico unemployment insurance requirements, escalating interpretation questions to the HR Director.
• Create, organize, secure, and maintain all personnel files in accordance with confidentiality standards and record retention requirements.
• Respond to employment verification requests using established release of information practices.
• Support the HR Director in drafting, formatting, and distributing updates to the employee handbook and HR policies.
• Track policy acknowledgments and maintain version control on all HR policy documents.

Payroll and Operational Support

• Serve as IAIA's primary timekeeper, ensuring biweekly time and attendance is accurate and submitted on schedule.
• Input, audit, and maintain employee master data in the HR information system.
• Maintain salary records and faculty contract data.
• Prepare recurring and ad hoc HR reports and data requests for the HR Director.
• Process HR related invoices and billing for HR Director audit and approval.
• Prepare HR content and updates for the IAIA website and submit them to the Communications Office, which owns publishing to the site. Maintain the annual holiday leave schedule.
• Serve as a welcoming and knowledgeable first point of contact for employees, faculty, student, and external inquiries.
• Perform other HR duties as assigned.

Requirements

REQUIRED EXPERIENCE AND EDUCATION

Required

• Associate's degree and three years of progressively responsible HR experience, or a Bachelor's degree in Human Resources, Business, or a related field and two years of HR experience.
• Demonstrated hands on experience in at least two of the following: recruiting coordination, onboarding, benefits administration, leave administration, or HRIS data management.
• Working proficiency with an HRIS or payroll platform and with Microsoft Office, including intermediate Excel.
• Ability to conduct oneself with a professional, courteous, tactful, and service-oriented demeanor.

Preferred

• Direct experience with Paylocity, including module configuration or implementation.
• Experience in higher education, tribal organizations, or nonprofit environments.
• Experience with the Federal Workers' Compensation Program, or willingness to obtain Injury Compensation Specialist training within the first year.
• SHRM-CP, aPHR, or PHR certification, or active progress toward certification.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Initiative and follow through. Takes ownership of assignments, works independently once given direction, and closes the loop without being chased.
• Learning orientation. Actively seeks feedback, learns new systems quickly, and treats unfamiliar work as an opportunity rather than an obstacle.
• Comfort with change. Works effectively in a department that is actively rebuilding its processes and helps others adapt to new ways of working.
• Accuracy and attention to detail, particularly in payroll, benefits, and compliance work where errors carry real consequences.
• Absolute discretion. Handles confidential employee information with integrity at all times.
• Clear written and verbal communication, including the ability to explain policies and benefits plainly to a wide range of audiences.
• Organization and prioritization skills sufficient to manage ongoing operations and project work at the same time.
• Sound judgment about what to decide independently and what to escalate.
• Cultural awareness and respect for the perspectives, backgrounds, and practices of IAIA's Native students, faculty, and staff.
• Professional, courteous, and service oriented conduct with all members of the IAIA community.

WORKING CONDITIONS

• Work is performed in a typical office environment and is primarily sedentary.
• Ability to sit and use a computer workstation for extended periods.
• Ability to lift or maneuver items weighing up to 30 pounds.
• Occasional evening or weekend work during peak recruiting, onboarding, or open enrollment periods.

MISCELLANEOUS

• This description is a general statement of the major duties and responsibilities performed on a regular or continuous basis. Other duties may be assigned.
• This job description is not a contract for employment.
• Management reserves the right to revise this job description at any time.

Salary Description

$21.63 to $26.44 per hour