Administrative Support (Human Resources Specialist, 0077798)

University of Hawaii • Kane'ohe, HI

5d • Onsite

About The Position

This position serves as a resource using sound discretion and judgment in advising administrators, supervisors, and employees in various human resources areas. The role involves assisting employees with employment forms, reviewing and auditing human resources administration aspects, and providing guidance on compliance with collective bargaining agreements, policies, and regulations. The specialist will prepare and review recruitment requests, guide supervisors on the applicant tracking system and recruitment process, and process various employee forms for onboarding, exiting, and status changes. Additionally, the role involves monitoring performance evaluation processes, operating computerized human resources information systems for personnel transactions, and coordinating with campus departments for payroll processing. The specialist will also analyze employee records for eligibility for various compensation and leave actions, manage confidential personnel files, prepare reports, and participate in or conduct HR training. Support will be provided for organizational charts, reorganizations, vacancy reports, special projects, and assisting the HR Manager with complaints and grievances. The role also assists in managing claims related to worker’s compensation, temporary disability, and unemployment benefits, and stays current with HR policies and legal requirements.

Requirements

• Possession of a baccalaureate degree in Human Resources Management, Personnel Administration, Business or Public Administration or related field and one (1) year of progressively responsible professional experience with responsibilities for human resources management or personnel administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of human resources management as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with human resources management.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of human resources management.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing, spreadsheet and presentation software.
• Demonstrated ability to manage work priorities and projects, and manage employee relations.
• Ability to maintain confidentiality in situations as required.
• Ability to understand and follow complex oral and written instructions.
• Ability to analyze, interpret and use sound logic and judgment in the application of a variety of personnel/administrative rules and regulations.
• Knowledge of a computerized human resources information system.
• Detail oriented and ability to prioritize multiple duties with demanding deadlines.

Nice To Haves

• Experience working with PeopleSoft.
• Some knowledge of UH policies and procedures.
• Demonstrated experience providing excellent customer service.
• Ability to conduct training workshops.

Responsibilities

• Serve as a resource using sound discretion and judgment in advising administrators, supervisors and employees in the areas of recruitment, position classification, compensation, employee benefits, labor relations, investigations, training, etc.
• Serve as a notary public and provide assistance to employees in completing employment forms.
• Review, audit and participate in all aspects of human resources administration, including but not limited to, EEO, Title IX, labor relations, investigations, training, staff development, classification, compensation, recruitment, selection, collective bargaining, employee benefits and accreditation/assessment activities.
• Provide guidance on interpretation of compliance with collective bargaining agreements, University and Board of Regents (BOR) policies, State and Federal rules and regulations.
• Prepare and review position classification and recruitment requests, and prepare and post recruitment announcements in accordance with established policies and procedures.
• Provide guidance to supervisors and screening committees in the use of the on-line applicant data tracking system, as well as providing supervisors with guidance in the recruitment process.
• Process and maintain employee forms required for onboarding, exiting, change of status, medical, beneficiary forms, etc.
• Complete and maintain Form I-9, ensuring all requirements and documents are in compliance.
• Advise current and new employees of employment forms, benefits and terms and conditions of employment in accordance with University, State/Federal policies and procedures and collective bargaining agreements.
• Monitor the performance evaluation processes for APT and Civil Service employees.
• Provide guidance to supervisors on evaluation procedures, including performance expectations and timely completion.
• Operate various computerized human resources information systems to prepare payroll notification forms (PNF, Form 6, student employment) for personnel transactions in accordance with University policies and procedures, including collective bargaining agreements.
• Review and process requests for new appointments, salary changes, leaves with/without pay, separations and other actions requiring payroll notification.
• Coordinate with campus departments and/or supervisors, as needed, when processing payroll for employees, including, but not limited to, lecturers, civil service, and student employees.
• Ensure accurate preparation and processing of PNFs and Form 6s.
• Review personnel forms and supporting documents for accuracy, completeness and appropriate routing.
• Assist in analyzing employee records to determine eligibility for overloads, overtime, stipends, probationary credit, summer prorata summer pay, leave without pay, and other comparable actions.
• Calculate salary adjustments or overpayment in a timely manner and process documents as required.
• Monitor leave accounting system, including auditing and correcting data and ensuring accuracy and timeliness of follow-up information.
• Review and process leave requests such as FMLA, Leave Share, LWOP, Military Leave, Sabbatical, etc., to ensure compliance with applicable laws, policies, and union contracts.
• Assist with management (archive, transfer, dispose, and/or maintain) of all confidential personnel files and records, in accordance with University, State and Federal policies, laws and regulations and union contracts.
• Prepare reports and responses to requests for information to matters such as pay, classification studies, immigration, EEO, Title IX and benefits, etc., in a timely manner.
• Participate in and/or conduct training in the various areas of human resources.
• Provide support with organizational charts, reorganizations, vacancy reports, special projects, and in other human resources areas as needed.
• Assist HR Manager with complaints and grievances, conduct complaint intake for allegations of discrimination, workplace violence, disability access, etc., involving employees, public and/or contract/vendors as needed.
• Maintain record of all communications.
• Assist in managing claims or reports related to worker’s compensation, temporary disability, and unemployment benefits, and resolve problems that may arise.
• Interpret and keep current with new and amended University policies and procedures, collective bargaining agreements and State/Federal laws ensuring consistent interpretation and application of policies and procedures.
• Perform other duties as assigned.

Benefits

• Salary schedules and placement information
• Pay Band A, $4,627/month minimum
• 11-month
• Permanent
• Excluded from collective bargaining.
• To begin August 2026, pending availability of funds, and actual staffing requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level