Description:

Human Resources Specialist or Coordinator

Department of Physics

The Grainger College of Engineering

University of Illinois at Urbana-Champaign

The Department of Physics in The Grainger College of Engineering seeks applicants for the position of Human Resources Specialist or Coordinator. Reporting to the Assistant Head for Administration, the Human Resources Specialist or Coordinator will serve as a primary human resources (HR) point of contact for the department, exercising professional judgment and discretion in the coordination of HR operations. The position will focus on employment and hiring practices, appointments, and other related HR functions in support of the faculty, staff, and administration of the department.

Duties and Responsibilities, Human Resource Specialist:

Hiring/Separation

• Responsible for the hiring activity for faculty, specialized faculty, academic professional and other academic positions, including but not limited to position development and approval, end-to-end search documentation and approvals, recruitment advertising, search team training, interview participation and coordination, and reference checking. Conduct search process training for faculty and staff participating on search committees.
• Facilitate civil service hiring requests and procedures, working closely with Illinois Human Resources, including but not limited to, position development and approval, employee requisition forms, candidate interview and selection process, and reference checking.
• Facilitate retiree rehire requests and procedures from start to finish, including but not limited to, position development and approvals, and acting as the point of contact for the retiree on the submission of required forms.
• Collect, interpret, and submit documents for approval in HireTouch. Compose job descriptions and position announcements as well as submit background checks and post advertisements. Assist in offer letter composition and distribute to potential new employees.
• Work closely with the Office for Access and Equity (OAE) with respect to affirmative action plans and equal employment opportunity practices. Serve as the point of contact for OAE regarding departmental hiring activity.

Appointment/Payroll Administration

• Work closely with The Grainger College of Engineering HR and other business/finance contacts to obtain funding approval and grant research effort, and research/respond to inquiries related to funding changes, earnings transfers, etc.
• Assist with issuing Notice of Non-Reappointments in coordination with The Grainger College of Engineering HR and Illinois Human Resources.
• Provide timely, efficient service for all academic and civil service appointment processing, including insight and recommendations on various appointment requests (often non-standard appointments), and working closely with The Grainger College of Engineering HR and in accordance with University policy and procedures.
• Serve as a back-up for bi-weekly payroll approval, communicate leave practices and policies, and ensure compliance with campus, college and departmental policies.
• Serve as a back-up for tracking, managing, and processing annual reappointments.
• Serve as a back-up for updating and monitoring academic employees’ benefit time usage as needed and reporting to Banner biannually.
• Serve as a back-up for visa processing, including initiating paperwork, processing extensions, and coordinating with other department HR contacts and International Student and Scholar Services office.
• Serve as back-up for graduate and undergraduate employee appointments processing on an as-needed basis, particularly during peak periods.
• Serve as a back for onboarding new hires, and exit strategies for academic professionals, civil service, and academic hourly employees in the department.
• Serve as a back-up for processing pay adjustments as necessary.

Employee Relations & Compliance

• Serve as back-up for tracking and monitoring compliance in areas such as: Performance Reviews, Ethics Training, ANCRA training, Title IX Training and AVSL reporting.
• Assist with interpretation and application of policies and procedures for all human resource functions. Maintain and disseminate current information on personnel policies. Ensure compliance for all human resource policies according to Federal, State, and University policies and regulations. Work with college and departmental HR staff on development and implementation and maintenance of policies related to human resource administration.
• Assist with leave requests and documentation as necessary.

Process/Procedure Development

• Assist with development and distribution of procedures and templates used in HR search processes and transaction processing to drive efficient operations within the department. Update procedures and templates on a continual basis.
• Work independently to conduct research, interpret finding, and make recommendations for various HR-related appointments and hiring practices. Work closely with a variety of constituents to make such recommendations and provide feedback.

Additional Duties and Responsibilities

• Attend college level HR meetings and distribute information to the departmental HR staff.
• Independently and with supervisor, determine training required to stay apprised for the skills necessary to be successful in the position.
• Answer inquiries and resolves problems that require interpretation, explanation, and justification of departmental human resources and administrative policies and procedures.
• Develop and maintain relationships with Department Head and Associate Heads, faculty, and staff by conducting meetings/visit on a recurring basis.

Additional Duties and Responsibilities, Human Resources Coordinator:

Hiring/Separation

• Coordinate the hiring activity for faculty, specialized faculty, academic professional and other academic positions, including but not limited to, position development and approval, end-to-end search documentation and approvals, recruitment advertising, search team training, interview participation and coordination, and reference checking. Conduct search process training for faculty and staff participating on search committees.
• Coordinate the civil service hiring requests and procedures, working closely with Illinois Human Resources, including but not limited to, position development and approval, employee requisition forms, candidate interview and selection process, and reference checking.
• Coordinate the retiree rehire requests and procedures from start to finish, including but not limited to, position development and approvals, and point of contact with the retiree on submission of required forms.

Employee Relations & Compliance

• Consult with supervisors and employees in regards to employee relations issues, utilizing campus resources such as the campus HR office and Faculty Staff Assistance Services when necessary.
• Respond to and advise on employee relations issues in consultation with campus and college HR offices.

QUALIFICATIONS - HUMAN RESOURCES SPECIALIST

Required

• Bachelor's degree in Human Resources, Business Administration, Organizational Administration, or a field closely related to the position.
• Two (2) years (24 months) of work experience performing professional-level human resources duties including interpreting and making recommendations based on HR policy.

The ideal candidate will also demonstrate the following qualifications:

• Public university experience providing human resources support and coordination.
• Experience in documentation, training, search and hire practices, visa processing, and/or appointments processing.
• Project management training and/or experience working on HR information systems projects.
• Working knowledge of University of Illinois business and human resources policies and procedures.
• Comprehensive knowledge of HRFE, Banner HR, and Microsoft applications.
• Professional in Human Resources (PHR) or related certification.
• Proven track record of customer service.
• Ability to perform professionally and use discretion when needed.
• Results oriented with strong organizational and time management skills.
• Excellent interpersonal skills, strong oral and written communications skills, the ability to interact with a broad array of internal and external constituents, and the ability to concurrently manage multiple complex tasks.

QUALIFICATIONS - HUMAN RESOURCES COORDINATOR

Required

• Bachelor's degree in Human Resources, Business Administration, Organizational Administration, or a field closely related to the position.
• Three-four (3-4) years of work experience performing professional-level human resource duties including interpreting and making recommendations based on HR policy.
• Experience providing human resources support and coordination in a collegiate setting.

In addition to the preferred skills and experiences listed for HR Specialist, the ideal candidate will also demonstrate the following qualification:

• Master's degree in Business Administration, Human Resources, Organizational Administration or related field.

SALARY AND APPOINTMENT INFORMATION

This is a full-time Civil Service Human Resource Associate position appointed on a 12-month service basis. The expected start date is as soon as possible after November 30, 2019. Salary is commensurate with experience.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by November 30, 2019. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Summer Redman at sredman@illinois.edu or 217-300-5400. For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO.

College Name or Administrative Unit:Engineering Category:2-Administrative Title:Human Resources Specialist or Coordinator- Physics (124228) Open Date:11/08/2019 Close Date:11/30/2019 Organization Name:Physics