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Code: 121 Posted: 07/17/2015
Human Resources Assistant Advanced
Human Resources Department
University of Wisconsin-Parkside
The University of Wisconsin Parkside is seeking well qualified applicants for a Human Resources Assistant-Advanced to join our HR team.
Members of the public and UW Parkside and UW System employees with expected continuous employment (formerly known as Permanent), Project and Limited Term Employees, are encouraged to apply.
This position is a university staff, full-time, non-exempt, non-represented position. A six month probation period will be required. Scheduled hours of work are Monday through Friday, 7:45 am to 4:30 pm.
Reporting to the Human Resources Director, this position is responsible for performing complex paraprofessional human resource duties, including but not limited to, areas of compensation and classification, affirmative action/equal opportunity and recruitment, onboarding, employee development, employment relations and records and data management, utilizing PeopleSoft Human Resource Information Systems (HRS).
This position provides subject matter expertise to the campus and responds to external inquiries in all areas of responsibility. This position supports the HR Director with special projects and assists in the broad spectrum of HR management.
The position is responsible for ensuring work is consistent with a wide variety of complex human resource laws, policies, and procedures contained within the Wisconsin Statutes, the Wisconsin Administrative Code, faculty and academic staff handbooks, UW System Personnel Guidelines, UW Parkside academic staff policies and procedures and a variety of state and federal employment laws.
The work is often performed under pressure to meet multiple customer service and operational demands. The incumbent is expected to: demonstrate exceptional customer service by establishing and maintaining effective professional relationships with managers, supervisors, faculty, academic staff, university staff, coworkers and the public; maintain confidentiality of sensitive and confidential information using tact and discretion; present ideas, carry out assignments and provide information in a professional and courteous manner; and effectively share knowledge and skills gained through professional development.
Essential Duties and Responsibilities
50% A. Human Resources Administration
A1. Reviews personnel action forms (new hire form, change form), prepares contracts as required and serves as a back up to process information in PeopleSoft.
A2. Works with divisions, departments, work units and payroll staff to resolve issues.
A3. Coordinates the annual contract renewal process for faculty and academic staff and the distribution of the annual salary letters. Drafts language with required stipulations that allow maximum flexibility for the University to manage contracts.
A4. Suggest and implement improvements and create work flows or other tools to reduce errors, create efficiencies and enhance the contract process.
A5. Coordinates the associate lecturer contract process each semester and winter and summer session.
A6. Works with other human resources staff to develop proposals for new programs, such as orientation committees, employee recognition or other retention programs.
A7. Assists the HR Director with various assignments and projects related to faculty and academic staff matters, including but not limited to, contracts and compensation reviews, studies and other research.
A8. Assists with investigations of complaints and prepare reports, as appropriate.
A9. Refers complainants of discrimination and harassment to appropriate resources.
A10. Serves as the administrative liaison with governance representatives in the preparation and distribution of a Faculty and Academic Staff Handbook.
A11. Prepares correspondence for the Chancellor and Provost as directed by the HR Director.
A12. Attends training and other continuing education forums for professional development.
A13. Attends various meetings and serves on committees as assigned.
A14. Assists the HR Director in conducting research regarding reorganization efforts.
A15. Assists the HR Director with the annual budget process as it relates to title changes and career progressions.
A16. Performs other duties as assigned.
10% B. Recruitment
B1. Assists Recruiter with analysis of the academic staff title structure; reviews new academic staff position requests; determines if title evaluation instrument must be completed; performs a study to determine proper title and salary range; ensures position numbers and funding is correctly identified on position request forms.
B2. Interprets and advises managers and supervisors on policies and procedures relating to employee recruitment and retention, hiring practices, salary structures and options. Recommends best strategies to achieve desired results.
B3. Assists Recruiter in the search and screen process for recruitments by attending search and screen committee meetings as requested. Facilitates the process and provide HR expertise to search and screen committee members.
B4. Assists Recruiter in conducting search and screen process training using Talent Acquisition Manager (TAM), the online recruiting tool. Supports the ongoing efforts of search committees.
B5. Sits on standing or ad hoc campus or community committees or advisory councils, as appointed, to represent the University's interests, or works with committees that support the University as a place of inclusion.
B6. Manages initial employment process (ie. processing appointment letters and conducting background checks).
10% C. Employment and Human Resources Rules and Processes
C1. Assists the HR Director with the interpretation and application of personnel rules and all personnel matters, including but not limited to, disciplinary issues, grievance or complaint procedures and data/record keeping. Maintains accurate current and historical files of policies and procedures.
C2. Assists with monitoring any changes to personnel rules as approved by the Board of Regents (BOR).
C3. Interprets Unclassified Personnel Guidelines (UPGs) and ensures compliance.
C4. Interprets faculty and academic staff policies and procedures. Responds to inquiries.
C5. Serves as a resource for the campus and the Academic Staff Title Review Committee (ASTRC) on issues and information related to title structures.
C6. Works with various offices on campus to review systems and processes for clarity, proper flow of materials and to recommend changes to streamline operations.
C7. Reviews, revises and implements forms, policies and procedures for personnel-related actions, such as promotions, performance evaluations, tenure, salary raises, notifications (renewals, non-renewals) and contracting; administers these actions.
C8. Works with the Provost's Office to update an electronic calendar of faculty and academic staff personnel activities; initiates and coordinates various processes as indicated on the activities calendar.
C9. Acts as a campus resource for data related to faculty and academic staff; responds to internal and external requests for data; performs analysis and prepares studies and reports.
10% D. Payroll and Budget
D1. Works with budget personnel to ensure that payroll and personnel information, including salary information and position control, are accurate.
D2. Responds to salary inquiries from hiring departments, budget administrators and other customers.
D3. Administers and monitors faculty and academic staff salary payments.
10% E. Training
E1. Provides training to campus on HR topics, such as Performance Evaluations, FLSA (exempt v non-exempt) and manager/supervisor training.
E2. Documents processes and makes sure training materials are accurate and current.
5% F. Reporting
F1. Acts as a resource to the HR office for generating reports in PeopleSoft, Interactive Reporting and other tools.
F2. Provides support to the HR Director on UW System requests, campus requests and other data driven requests.
5% G. Special Projects
G1. Completes special assignments, research projects and other work, as assigned.
Required knowledges skills and abilities
· Comprehensive knowledge of the principles and practices of human resources administration.
· Considerable knowledge of federal and state employment and compensation regulations and laws (e.g. Wisconsin Fair Employment Act, IRCA, FFMLA, WFMLA, FLSA, ADEA, Rehabilitation Act, Title VII of the Civil Rights Act, and EEOC guidelines).'
· General knowledge of the various duties, responsibilities, requirements and qualifications of various levels of job classification.
· General knowledge of state laws and regulations governing unemployment compensation and workers compensation.
· Working knowledge of labor relations, affirmative action/EEOC guidelines, laws and regulations.
· Ability to research and analyze complex information; organize data; evaluate alternatives; and make appropriate recommendations.
· Working knowledge of search and screen procedures and practices.
· Ability to participate in and/or lead work groups, and coordinate, develop and implement projects.
· Ability to identify, analyze and resolve problems.
· Ability to plan, organize and prioritize multiple work assignments and projects.
· Ability to maintain accurate and detailed records and prepare and present comprehensive reports and recommendations.
· Ability to utilize business software such as word processors, computerized recruiting systems, PeopleSoft personnel/payroll systems, databases, spreadsheets, imaging software, enterprise systems and terminal entry software.
· Ability to develop and maintain effective professional working relationships with individuals at all organizational levels.
· Ability to work as part of an administrative team.
· Ability to balance initiative, consultation and taking direction.
· Ability to function as a lead worker and provide training and assistance on work flow or work assignments of other HR staff.
· Ability to work independently and with diverse groups of people.
· Ability to communicate effectively both orally and in writing, in groups or one-on-one settings.
· Ability to perform work often under pressure to meet multiple customer service and operational demands, with limited resources, while maintaining service standards.
· Physical ability to sit at a desk and/or operate a personal computer for extended periods of time, including several hours at a time.
· Physical ability to endure moderate amounts of walking, standing or stair climbing; and occasional lifting of up to 25 pounds.
· General knowledge of Wisconsin Administrative Code (e.g. Chapters ER and ER-MRS; Board of Regents; state statutes Chapters 230 and 111)
· General knowledge of UW Administrative, Faculty, Academic Staff and University Staff policies.
Bachelor's Degree in Human Resource Management or related field
3 or more years professional experience in Human Resources or closely related area
Master's Degree in Human Resource Management or related field
Salary and Benefits
Hourly rate of $20-25/hour based on qualifications and experience.
The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.
Review of Applications
Applications submitted by Friday, July 31st, 2015 will have full consideration; position is open until filled.
All applications are to be submitted electronically through our employment portal:https://www.careers.wisconsin.edu
Click the "Apply Now" button. You must create an account and login before you can submit your application. If you have not registered, click on the "Click Here to Register" link to begin the registration process. If you are already a registered user, input you User Name and Password and select "Login." If you have questions about how to apply from the Candidate Gateway, go to https://kb.wisc.edu/hrs/page.php?id=21900
Interested candidates should submit the following:
· Cover Letter, no longer than 3 pages, detailing your professional expertise in the essential functional areas of this position; Human Resource Administration, Recruitment, Human Resource Rules and Processes, Payroll and Budget, Training and Reporting.
· Names and contact information for three supervisory references
Your application will not be considered complete until all required documents are attached and all required fields are completed. Incomplete applications may not receive further consideration.
A criminal background check will be required at the time of hire.
UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.
It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.
If you have application questions call or email:
Contact Name: Jill Jarapko
Contact Phone: (262) 595-2204
Contact Email: firstname.lastname@example.org