Human Resources Administrator 2

100% FTE 8:00 am – 5:00 pm

DESCRIPTION: Under the direction of the Department Administrator, the Personnel Coordinator for the Department of Mathematics is responsible for administering all aspects of the department’s human resources pertaining to the department faculty, staff, lecturers, students, visitors, and temporary/casual employees.

This position is responsible for the overall documentation and processing of all personnel transactions including the coordination and recommendation of policies and procedures regarding the hiring, staffing and on-going human resources needs of the Department. This individual functions with independence and will work in close coordination with other senior staff in the department, H & S Dean’s Office, Provost, Dean of Research offices, and the Bechtel International Center. The individual is expected to handle highly confidential and sensitive information with tact and diplomacy. S/he utilizes a wide range of personnel management and analytical techniques independently to address the immediate and organizational needs of the department.

Personnel Administration: The Coordinator is responsible for the maintenance of employment and personnel records, payroll processing and reporting, salary administration, leave management, coordination of disability and worker’s compensation issues using appropriate resources. Scheduling and coordinating candidate interviews as well as participating in the interview process for non-exempt positions. Generating offer and rejection letters, obtaining in-hire salary recommendations and approval from H&S HR. Serve as a resource for interpretation of payroll and leave policies. Manage annual performance evaluation process. Assist Administrator in the salary setting/budget process as it relates to faculty and staff salaries. Work with Financial Manager to reconcile salary portion of budgets; resolve discrepancies. Prepare LDA’s as needed for salary corrections. Responsible for monitoring, reconciling and reporting on the department salary and suspense accounts to ensure that charges are accurate. Responsible for the set up and update of labor distribution schedules. Processing of transactions in Peoplesoft via webforms for pay rate and FTE changes, employment updates, re-appointments, leave of absences and return from leave, sabbatical, supplemental pay, staff transfers and terminations. If necessary, will coordinate appropriate visas for incoming faculty including H1B.

Visiting Researchers/Scholars/Postdoctoral Fellows:
Manage the visitor and postdoctoral appointment process for the department and determine appropriate classification and visa status for visitors and postdoctoral fellows. Act as a resource to administrative staff on appropriate categories of visitors, allowable pay types and appropriate visa status. Process and track visitor paperwork and approvals, coordinate SUNET ID processing, library/facilities access.

Timecard Administration and Leave Management: Responsible for staff leave management. Interpret and train staff, students, casual/temporary employees on use of Axess leave system and communicate new policies and procedures related to leave and leave management. Review, process and maintain bi-monthly Axess leave records and provide monthly and ad hoc reporting to the Department Administrator. Provide oversight and guidance to the student services office on grader, SUMO and other student hiring and leave reporting. Responsible for solving critical payroll issues, processing historical edits, and system issues in a timely manner. Responsible for monitoring and clearing the department suspense account charges and/or questions on monthly salary statements.

Qualifications: Excellent organizational, oral and written communication skills, proven interpersonal skills and experience in human resources and/or personnel management are required. Some experience with financial management, accounting or budget development is helpful. Candidate must demonstrate ability to interpret, communicate, and follow policies and guidelines. S/He must successfully be able to manage multiple tasks with minimal supervision and to exercise mature judgment. Candidate must display a proven ability to work effectively under pressure with frequent interruptions while ensuring attention to detail. Professional attitude and appearance, flexibility, punctuality, dependability, and strong service orientation are necessary. Working knowledge of Axess, Peoplesoft and Reportmart helpful, but not required.