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Recruitment & Hiring Specialist

University of North Dakota
Grand Forks, ND

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Salary/Position Classification
  • $45,000+, Annual, Non-Exempt (Eligible for overtime)
  • 40 hours per week
  • 100% Remote Work Availability: No
  • Hybrid Work Availability: No
Purpose of Position

The purpose of this position as one of the primary members of the Dean’s office team is to work to ensure the objectives and goals of the college are maintained and achieved. The function of this position is to:

  • Serve as liaison for Human Resources and Academic Affairs in matters related to recruitment, hiring and salary revisions.
  • Manage recruitment processes of the dean’s office, department-level benefitted hires and SPEA program instructors.
  • Support recruitment activities by working to identify and implement efficiencies for departments within the college.
  • Process hires of the Dean’s Office and benefitted employees in Arts & Sciences departments.
  • Provide primary support for employees hired to teach with the Arts & Sciences Self-Paced Enroll Anytime program.
  • Implement and communicate hiring processes for graduate student and summer session to departments within Arts & Sciences.
Duties & Responsibilities

Recruitment & Hiring:

  • Serve as liaison between Arts & Sciences and Academic Affairs/Human Resources for recruitment of benefitted faculty, post-doctoral positions, and staff.
  • According to HR and Academic Affairs guidelines, enter and manage recruitment processes and submit documents in a timely and accurate manner for benefitted employees within A&S.
  • Work with department personnel for creation of job postings that align with department needs and requirements as approved by the Dean and Provost.
  • In accordance with HR and Academic Affairs guidelines, submit requests for hire and salary revision paperwork (including position changes, additional/reduce pay forms, etc.). As requested, enter additional pay forms for A&S employees who are being paid from outside programs. Provide college-level review and approval for additional pay forms.
  • Act as a resource for departmental questions on payroll related issues (HRMS, TLAB and other related systems).
  • Act as a liaison between A&S and its departments for identification of efficiencies related to recruitment and hiring of temporary employees, including faculty, graduate, and undergraduate students.
  • After working with department personnel on content, prepare and submit job postings for part-time instructional positions.
  • Attend monthly AA/HR meetings to stay current on policies, procedures, and processes.
  • Place recruitment advertisements in the Chronicle of Higher Education’s online job board on behalf of the Dean’s office. Support departments, as needed, for advertising in other venues.

Payroll Support:

  • Run payroll reports and queries to assure accuracy of salary paid to employees of the Dean’s office and SPEA program.
  • Run queries or work with SSC to identify individuals needing payroll changes at beginning and end of the academic year. Process payroll changes as needed (for example, monthly employees to $0 for summer).
  • Work with employees and/or department personnel to ensure completion of Remote Worksite Agreement Forms for those who are working remotely or on a hybrid basis.
  • Prepare and submit workman’s compensation forms to UND Safety for employees who are working out of state.
  • Respond to requests from Payroll/HR and Safety Office to bring current employees into compliance.
  • Manage contract and payroll processes for A&S participants in UND online programs.
  • Provide payroll and/or other processes for small departments/programs in A&S that do not have dedicated administrative support.
  • Participate in preparation and distribution process for electronic faculty contracts.
  • Approve student and temporary employee work hours within TLAB for employees in the Dean’s office, as needed.
  • Self-Paced, Enroll Anytime (SPEA) support
  • Primary responsibility for management of contracts and stipend payments for A&S participants in UND Online Office programs, including, but not limited to, SYL, Riipen, UNIFY, CIRCLEIN, COIL.
    • Prepare LOUs and process payroll documents for payment of all participants.
    • Track stipends
    • Coordinate with Associate Dean for approval of participant work completed.

Graduate Appointment Duties:

  • Prepare detailed outline of contract and appointment processes for sharing with A&S graduate programs.
  • On behalf of the Dean’s office, approve appointments, within budget, for graduate students. A portion of this responsibility may be shared.
  • Track graduate student appointment commitments to assure departments are within assigned allocation. This may be a shared duty. May also be asked to contribute to tracking tuition waivers.
  • Continually work to identify efficiencies and process improvements to aid departments with routine appointments.
  • Call for, and collect, information for reporting A&S graduate student activities as requested.
  • Work with Shared Services Center and/or individual employees on behalf of A&S departments to ensure timely and accurate appointment of graduate students.

Summer Session Support:

  • Outline and share detailed instructions for distribution to departments regarding summer instruction and scholarship/service activities.
  • On behalf of the Dean’s office, serve as contact point for questions related to summer session payroll and contract process.
  • Prepare summer session paperwork as assigned; assist departments as needed.
  • On behalf of the Dean’s office, review summer contracts and payroll documents for accuracy. This duty may be shared as assigned.
  • Approve appointments on behalf of Dean’s office when in compliance with budget and established college and HR guidelines.
  • Continually work to identify efficiencies and process improvements for summer session appointments.
  • Call for, and collect, information for reporting A&S activities as requested.

Annual Equipment Requests & Faculty Research Awards:

  • Serve as lead to ensure all aspects of A&S faculty research application and award processes are completed accurately and on time.
  • Serve as lead to ensure all aspects of college equipment process are completed accurately and on time.

General Office Duties:

  • Respond to special requests for information from within the Dean’s office or from UND administration.
  • As part of a team, assist with training of new staff members in the Dean’s office.
  • Provide receptionist duties on a back-up basis (includes answering telephone, greeting visitors, assisting students).
  • Compose and edit correspondence.
  • Distribute information from the Dean’s office to department-level personnel regarding college-level or university-level processes. Clearly explain the purpose of information distributed and response expected from departments. Prepare collection tool needed (spreadsheet, etc.) on which departments should provide response; explain where information can be located. Collect, review and verify departmental responses. Prepare college-level response to administrative offices.
  • Receive, review and submit applications for college-level and academic affairs-level processes. Provide information to the Dean and/or members of the reviewing body, the Executive Committee of the College Council.
  • Announce results of college processes.
Required Competencies
  • Strong communication skills (written and oral)
  • Strong attention to detail skills
  • Excellent organizational and prioritization skills
  • Ability to multi-task and manage complex administrative processes
  • Demonstrated leadership and problem-solving skills
  • Ability to solve issues independently
  • Ability to work collaboratively across all institutional lines
  • The demonstrated ability to communicate effectively with a diverse community of students, faculty, staff with tact and diplomacy
Minimum Requirements
  • Associate degree or 3 years of directly related experience
  • 2 years of administrative experience
  • Proficient with Microsoft Office, including Word, Outlook, Excel
  • Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications
  • Bachelor’s degree
  • Four years’ experience as an Office Manager, Executive Assistant or Human Resources Assistant
  • Experience working in an academic unit
  • Experience with recruiting activities
  • Experience working with payroll appointments
  • Familiarity with graduate programs and appointments
  • Experience working with UND policies and procedures

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