National Campus/HRO
P.O. Box 159
Kolonia, Pohnpei FM 96941

Reporting to the HR Director, the Administrative Specialist will carry out the major following functional responsibilities and additional necessary duties to meet HRO needs and programs: Responsible for providing support and services for Recruitment

1. Type and vacancy announcements in all related media and file.
2. Manage contracts and payments for vendors for advertisement (media) accordingly
3. Work with supervisors to verify updated and changes to PDs.
4. Review and compile associated forms for recruitment.
5. Communicate with supervisors and successful candidates on recruitment matters.
6. Organize ad hoc meetings, take notes and attend meetings.
7. Initially review hire recommendations for completeness, compliance, accreditation, etc.
8. Conduct references for candidates.
9. Write thank you letters for unsuccessful applicants.
10. Track vacancies per FY and provide assessment report.
11. File and organize associated hiring activities.
12. Organize housing arrangements and maintain data base of current housing contracts and landlords and available houses/apartments for rent.
13. Coordinate benefit programs for timely submission and application.
14. Facilitate and assist employee with FSM Permit and US Visa applications/reapplications.
15. Facilitate and report on new hire orientation and new hire onboarding experience.
16. Communicate and coordinate with relevant offices to process documents timely.
17. Keep files organize daily and file documents accordingly and timely.

Responsible for providing support and services for Repatriation

1. Provide and advice employees on departing procedures.
2. Communicate with supervisors to notify approved departures and advice on procedures to re-open vacated positions.
3. Prepare travel authorizations and communicate with all relevant parties.
4. Organize the entire exist process.
5. Work with departing employees to get all required information and documents in.
6. Track departures and maintain relevant date and provide reports.
7. Coordinate with relevant offices to process documents timely.
8. Coordinate and facilitate issuance of notices and necessary forms to departing employees or their dependents timely.
9. Maintain and report on the employee checkout forms and questionnaire annually.
10. Archive files.

Serve on committees and Provide support in other areas of HR and data needs

Bachelor’s degree in human resources, business administration, management or related field from a US accredited institution. Foreign credentials must be equated to meet US standards using World Education Services at http://www.wes.org. Two years of progressively responsible professional experiences in Human Resources or comparable work function. Evidence of successful experience and skills carrying out the duties above and including handling of confidential information.
Good work ethics including excellence attendance records, evidence of administrative work equivalent to duties of this position. Ability to multi task, organize, coordinate multiple activities concurrently. Some electronic information management and experience in electronic file sharing and communication with a wide range of audience.
Software Program: Must know and comfortable in the use of Word, Excel, PowerPoint, Skype, Applications such as Google and Dropbox.
Special Skills: Must evidence good communication skills in writing (English), use of electronic and oral. Good listing skills and note taking.
Ability to: Understand and follow complex instructions written and orally given; communicate effectively; analyze, interpret, and use sound logic and judgment in application of a variety of administrative rules and regulations; work with diverse faculty, staff and students; work as part of a team in accomplishing tasks and functions; work independently to accomplish specific assigned goals.
Flexibility: Must be available to support the mission and goals of the office when needed including working additional hours and weekends when needed, follow established procedures to achieve tasks independently and facilitate better communications within and beyond the unit.
Knowledge: Must evidence knowledge and understanding of the operation of a modern fast pace small unit with major expectations for achievements.

Applications are available at the College of Micronesia - FSM Human Resources Office, state campus sites or at the college's website at www.comfsm.fm.

Interested candidates must submit the following documents:

1. A letter of interest addressing how the candidate’s professional qualification and experience match the minimum essential requirements of the position (not to exceed 3 pages);
2. COM-FSM application form (http://www.comfsm.fm/jobs/HRdocs/employment08.pdf );
3. A current resume which includes personal email address and cellular phone number;
4. Copies of transcripts for all degrees earned;
5. A minimum of three professional reference letters under 6 months old;
6. Copy of Valid driver’s license; and
7. Criminal Background check under 6 months old.

Documents are to be submitted electronically to hro@comfsm.edu.fm (preferably as PDF attachments) or mailed to:

Human Resources Office
College of Micronesia-FSM
P. O. Box 159
Pohnpei FM 96941

(U.S Postal Service domestic rates apply in the Federated States of Micronesia.)

Applications will be accepted until November 29, 2024 followed by screening by the committee or until filled. Official and hard copies of college transcripts are require to be mailed directly from schools to HRO when a candidate is being considered.