Department Human Resources Specialist Senior

Arizona State University•Tempe, AZ

7d•$60,000 - $68,000•Onsite

About The Position

The Department of Physics is seeking a Department Human Resources Specialist Senior to support a broad range of human resources functions, including recruitment, onboarding and offboarding, employee records, student employment, international visa processes, volunteer and affiliate administration, and departmental compliance activities. The position works collaboratively with ASU Central HR, faculty, staff, students, and other university partners to provide accurate, responsive, customer-focused HR services. The role serves as a resource within the college, performing HR activities and advising on policies, procedures, statutes, and laws to ensure human resources transactions are processed in accordance with policy and law. The position supports compliance activities such as payroll reconciliation, benefits information sessions, HR reporting and data audits, employee communications, and process-improvement initiatives. Work is performed in an environmentally controlled office setting.

Requirements

Bachelor's degree and five years of experience appropriate to the area of assignment or field, or an equivalent combination of experience and/or training providing comparable knowledge, skills, and abilities.
Graduate assistant, intern, and part-time positions count as half time for experience equivalency: one year equals six months of experience.

Nice To Haves

Advanced knowledge of human resources principles, practices, regulations, and professional standards.
Knowledge of ASU policies, procedures, and HR business practices.
Experience using ASU systems, including Workday, Interfolio, and reporting or analytics tools, as well as Google Workspace, Microsoft Office, Smartsheet, Dropbox, and Airtable.
Ability to independently lead development, implementation, and continuous improvement of departmental HR compliance and monitoring processes, particularly payroll, visa administration, and employee status; collaborate with departmental staff and university partners and take ownership from assessment through implementation.
Experience processing payroll and completing payroll reconciliations.
Experience working in higher education, preferably within an academic unit.
Experience processing and managing immigration matters, including J-1, H-1B, O-1, permanent residency, and other applicable visa types.
Knowledge of the Fair Labor Standards Act, Family and Medical Leave Act, Affordable Care Act, and applicable university policies and procedures.
Excellent communication skills and ability to communicate clearly and professionally with diverse audiences.
Ability to collaborate efficiently and effectively with faculty, staff, students, and university partners.
Commitment to exemplary customer service through active listening, timely communication, and responsive follow-through.
Ability to work effectively in a fast-paced environment with changing priorities, sensitive and confidential information, and competing deadlines.

Responsibilities

Coordinate volunteer appointment requests and renewals, and support compliance processes for minors participating in laboratory or campus activities; partner with safety and compliance personnel to ensure required approvals, documentation, training, and records are completed and maintained.
Monitor Affordable Care Act compliance by reviewing employee hours, appointment details, and related employment data; identify concerns and coordinate resolution of discrepancies.
Complete monthly payroll reconciliations and review payroll reports each payroll cycle to identify, research, and resolve variances.
Verify student-hire eligibility each semester, including enrollment requirements; monitor graduation notifications and employment records, communicate with supervisors, and coordinate timely employment actions.
Maintain physical and electronic personnel files in accordance with university retention requirements and confidentiality standards, including organizing electronic records.
Coordinate department-supported international visa processes, including initial requests, renewals, and record management for J-1, H-1B, permanent residency, and other applicable visa types; communicate procedures and timelines and coordinate with university partners.
Manage courtesy affiliate appointments and related records, including annual renewals, required documentation, and additional network access when needed.
Coordinate competitive recruitment processes in Workday and Interfolio for faculty, academic professionals, postdoctoral scholars, staff, graduate students, and student workers.
Process waiver-hire requests in accordance with university policies and approval processes.
Support student-hire processing during peak periods, including graduate renewal cycles, special projects, and other delegated needs.
Process staff personnel actions in Workday, including FTE, title, salary, and other employment changes, in accordance with policies and approval requirements.
Coordinate employee onboarding and offboarding, particularly for staff, ensuring required hire, separation, access, and employment actions are completed accurately and on time.
Assist with graduate student and faculty renewal processes by preparing and processing documentation, tracking deadlines, and coordinating with partners.
Coordinate and process the annual faculty summer pay cycle, including summer financial aid and faculty teaching-pay actions.
Guide employees, students, supervisors, and sponsoring faculty through the Authorized Driver process, including reviewing requests and coordinating completion for departmental needs such as class field trips.
Respond to employee and supervisor questions about HR practices and ASU policies, providing guidance and connecting individuals with university resources when needed.
Work with central university partners, including ASU Payroll, the Office of Human Resources, Student Employment, the International Students and Scholars Center, The College Dean’s Office, and Insurance and Risk Management, to support HR operations and resolve employee matters.
Support special projects, reports, process improvements, and other duties as assigned.
Stay current on ASU policies and procedures and applicable state and federal laws to support compliant, accurate HR operations.