Job no: 515428
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - Natural Sciences
Union: USA/MTA
Categories: College of Natural Sciences

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary:

Serves as an integral part of the support staff for personnel work processed through the College of Natural Sciences (CNS) Administrative office. Ensures smooth and efficient administration of the personnel management processes for the College of Natural Sciences. This position is a resource to CNS department heads and directors and staff in matters relating to personnel actions. Reviews personnel actions for accuracy and appropriateness of funding source. Responds to inquiries from Human Resources and follow-up on questions to assure essential paperwork is completed in a timely fashion. Maintains confidentiality with respect to all aspects of the position.

Essential Functions

Examples of duties:

• Performs the day-to-day administration of paperwork and ensure timely submission of paperwork to Central Human Resources, Equal Opportunity & Diversity, and the Provost’s Office.
• Serves as primary Time and Labor coordinator for the Dean’s Office. Compiles and reports Time and Labor information in an appropriate and timely manner.
• Verifies, and processes prepared paper and electronic forms and documents for submission to administrative offices (Central Human Resources, Provost’s office) for all areas within CNS.
• Verifies accuracy of information and computations on forms including, but not limited to, personnel actions, requisitions, and search documentation relative to all employee types.
• Prepares personnel action forms or other documents as needed.
• Views and monitors personnel actions via HRIS system to ensure compliance with college, university, state and federal regulations and funding sources. Initiates and maintains appropriate files.
• Performs financial functions on numerous accounts including: view speed type information and understand appropriateness of expenditure on fund; cost-share expenditures, question use of fund type based on suitability of action. Keeps current with financial related policies including up-to-date fringe benefit rates for numerous accounts.
• Serves as a resource to departmental staff on matters relative to time and labor, personnel actions, provide clarity on university personnel procedures, and advise department personnel coordinators on all matters regarding compliance and the preparation of personnel paperwork including searches, hires, funding, visas, and waivers. Monitors accuracy of actions processed through Human Resource and work with departments to resolve discrepancies. Fields routine questions from University HR offices and resolve problems/issues with departments.
• Maintains files for faculty, exempt and non-exempt employees within the college.
• Composes and prepares routine correspondence, proofread materials and check for accuracy and completeness. Drafts documents for managerial staff as requested.
• Reviews personnel requisitions, including advertisements for compliance with approved College and University policies. Reviews search packages for accuracy and assures completeness. Assists with search processes as needed.
• Provides support for the management/exempt staff in CNS in areas related to researching personnel questions, compiling information for reports, and other issues as requested.
• Generates and runs public queries in the HR system as requested or as needed.
• Provides general office coverage.
• Performs all other duties as required.

Other Functions

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Associate’s Degree in Business Administration or related field.
• Familiarity with and working knowledge of Peoplesoft Human Resources Management System, HR Direct, PageUp, Rapid Student Hire, SPIRE, and other campus systems as needed/developed.
• Knowledge of University and Departmental academic and administrative policies, procedures and operations and the forms required for administrative processes. Knowledge of fund types.
• Competency in HR Production and Reporting environments including experience in Time and Labor attendance data entry and report generation.
• Knowledge of approved procedures for handling personnel actions.
• Knowledge of the laws, rules, policies and procedures governing personnel and other HR procedures including search, wavier, hire, renewal, work visa, etc.
• Ability to take initiative in exercising independent judgement and discretion concerning all aspect of the job by using excellent decision-making skills.
• Ability to supervise student employees.

Physical Demands/Working Conditions

Typical office environment activity.

Work Schedule

Monday – Friday 8:30am – 5:00pm

Salary Information

USA/MTA Grade: 13

Special Instructions to Applicants

Please submit letter of application, resume and contact information for three references.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Aug 25 2022 Eastern Daylight Time
Applications close: