Department Human Resources Specialist

Arizona State University•Tempe, AZ

3d•$50,000 - $58,000•Hybrid

About The Position

The T. Denny Sanford School of Social and Family Dynamics (SSFD) is seeking a highly motivated and dynamic Department Human Resource Specialist to join its Business Operations team. Reporting to the Assistant Director of Operations, the selected candidate will be responsible for a wide range of human resources (HR) duties which include, but are not limited to hiring and onboarding/offboarding, payroll transactions and monitoring, and visa processing. The successful candidate will be a self-starter with an efficient work methodology, excellent customer service and communications skills, an ability to coordinate multiple tasks autonomously, experienced in handling confidential and sensitive information, and someone who can exercise sound judgment in decision-making.

Requirements

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Knowledge of basic human resources standards, practices, and regulations.
Demonstrated ability to work in an environment subject to quickly changing priorities, sensitive/confidential information, short deadlines, and competing demands.
Demonstrated proficiency in Microsoft Excel, including data entry, sorting, filtering, and use of basic formulas.
Demonstrated experience using Microsoft Word, with particular emphasis on mail merge functions.
Demonstrated proficiency with Adobe Acrobat, including creating, editing, and combining PDF documents, as well as working with fillable forms and PDF portfolios.
Knowledge of, or a willingness to learn, university personnel systems such as Interfolio and Workday Human Capital Management (HCM)

Nice To Haves

Knowledge of Arizona State University or general Higher Education policies and procedures
Knowledge of academic personnel actions including: faculty promotion and tenure, sabbatical reviews, expedited reviews, post-tenure reviews, evaluation of probationary faculty, and annual evaluations of faculty.

Responsibilities

Works with the School’s finance and grants leads to review human resources requests involving account expenditures in accordance with established financial guidelines and policies.
Support the year-round recruitment efforts of staff, hourly, and stipend-paid student workers in Workday, which includes posting the position, communicating with hiring supervisor and committees, communicating with the applicants, assisting with screening, scheduling interviews, coordinating fingerprinting and background checks, and making job offers.
Support the recruitment of faculty, faculty associates, and postdoctoral scholars in Interfolio, including assisting with search documents, preparing applicant lists, and requesting transcripts from final hires.
Prepare annual renewal letters for faculty associates and postdoctoral scholars.
Hire Graduate Research/Teaching Assistants, including preparing recruitment letters each Spring semester and appointment letters each Fall, processing hires in Workday, and submitting Period Activity Pays to ensure payment.
Ensure the eligibility of all student hires (enrollment) per semester, handle graduation notices from student employment, and contact supervisors regarding apparent inactive students for termination.
Courtesy affiliate process management and maintenance, including annual review process
Works with the International Students & Scholars Center to process all visa application and visa renewal processes, such as H1-B, J-1, and permanent residency.
Coordinate new employee onboarding, working with supervisors to ensure new hire checklist functions have been fulfilled, including: ensuring office space is ready, equipment is available or has been ordered, that the employee has been added to the appropriate distribution lists, and that the employee has the appropriate access to our buildings.
Coordinate employee offboarding, including: issuing the appropriate acceptance letter, collecting any keys and electronic devices, removal from distribution lists, and removal of building access.
Process faculty retirements, resignations, and emeritus status requests.
Process job data changes such as costing allocations, payroll accounting adjustments, title changes, manager or team changes, FTE changes, terminations, promotions, etc.
Process payroll transactions for employees paid from multiple funding sources (e.g., state, local, grant, or gift), including processing supplemental pay throughout the year and coordinating with finance and grants leads to process summer faculty and graduate student pay.
Support time reporting by sending reminders about deadlines and ensuring time is approved by the payroll deadline.
Audit payroll and timekeeping entries to identify and correct errors before final processing. Oversee record keeping and prepare bi-weekly payroll reconciliation reports. Investigate discrepancies and work with the Payroll department to reach a solution.
Oversee Affordable Care Act compliance, verifying employee hours and FTE totals.
Track out-of-state employees and assist with completion of Flexible Work Arrangements or International Assignments.
Assist supervisors with the tracking of federal work study awards for our student employees.
Advises and assists management and staff in the handling of employee relations issues, complaints and/or grievances and determination of appropriate actions.
Lead and participate in team building meetings and activities, including identifying / hosting professional development opportunities for staff.
Support staff performance management by tracking completion of employee and supervisor Check-In tasks.
Track training records for Sanford School personnel to support compliance with required ASU trainings.
Maintain organized digital personnel files to ensure records are up-to-date and ready for audits. Ensure completeness of documentation and abide by standard naming convention.
Prepare routine HR data reports (e.g., salary comparisons, training completion rate, vacation loss report, onboarding status, etc.).
Oversee the School’s Continuity of Operations Plan (COOP).
Support School’s leave of absence and FMLA requests. Acts as liaison between employees and benefits team. Ensures leave time is entered accurately.
Oversee shared HR inbox and address inquiries from faculty, staff, and students regarding HR processes, payroll, benefits, and HR policies, providing accurate and timely resolutions. Work with various ASU central departments as needed (e.g., Payroll, Office of Human Resources, Student Employment Office, International Students and Scholars Center, The College Dean’s Office).
Attend necessary recruitment training and academic personnel meetings.
May participate in school, college, and university-wide initiatives and meetings on behalf of the team.
Develop, manage, and provide feedback on Human Resource processes, procedures, internal controls, and payroll process improvements
Perform other duties as assigned to ensure efficient operations of department to meet human resources needs.
Serve as backup for academic personnel actions, including: faculty promotion and tenure, sabbatical reviews, expedited reviews, post-tenure reviews, probationary faculty reviews, faculty probationary extension requests, and annual evaluations of faculty, ensuring adherence with department, college, and university policies, processes, and procedures.
Serve as backup for events, including hosted talks, workshops, conferences, and faculty searches.
Assist with covering the front office reception desk when needed.