Human Resources Assistant

University of Florida • Gainesville, FL

1d • Onsite

About The Position

This position is responsible for managing employee lifecycle transactions, including changes impacting pay rate, supervisor, department ID, overtime/comp earning, FTE, salary plan, and employment status. It also involves generating work authorization expiry reports, completing semesterly verification checks for STAS/OPS employees, and managing bi-annual term files. The role includes assisting with hiring and recruitment functions such as processing volunteers, managing new hire and termination processes for student assistants and OPS employees, executing background and education verifications, and coordinating pre-hire documents. Additionally, the position supports the Student Financial Aid office in verifying student eligibility for federal work study funding and serves as backup for various hire types and posting recruitments. Administrative functions include drafting HR communications, maintaining filing systems and databases, developing internal policies, processing Gator 1 cards, performing notary services, coordinating interviews and meetings, and managing office operations like mail distribution, printer maintenance, and supply ordering. The role also involves managing the HR suite's front desk and reception area, attending monthly HR forums and department administrator meetings, and processing various payroll-related requests, including emergency checks, wage refunds, on-cycles, and prior 90-day adjustments. It requires reviewing and managing time exceptions, ensuring premium pay is entered correctly, and serving as backup for time approval. The position also assists with annual leave entries and cash-out processes, salary distribution entries, and new hire distribution entries.

Requirements

• High school diploma or equivalent
• Three years of appropriate experience

Nice To Haves

• Previous human resources experience
• Knowledge of UF policies and procedures
• Excellent verbal and written communication skills
• Ability to manage multiple responsibilities
• Ability to prioritize, and re-prioritize, as necessary
• Ability to work independently and as part of a team

Responsibilities

• Process all employee lifecycle transactions for staff in the College administration area and five academic departments; transactions include, but are not limited to, changes impacting pay rate, supervisor, department ID, over time/comp earning, FTE, salary plan, and employment status (leave of absence, return to work, termination)
• Generate and disseminate work authorization expiry report on a monthly basis
• Complete semesterly verification checks to ensure current STAS/OPS employees are correctly classified based on enrollment status; submit corrections when necessary (OPS > STAS and/or STAS > OPS)
• Manage the bi-annual term file for the College administration area and five academic departments
• Work with department administrators to process volunteers for the five academic departments; this includes submitting volunteer POIs after ensuring proper documentation was provided and appropriate security/badge access was requested
• Independently manage the new hire and termination process for student assistants and OPS employees
• Execute background checks, education verifications, and employment verifications as necessary
• Coordinate with new hires to collect pre-hire documents
• Collaborate with the Student Financial Aid office to verify student eligibility for federal work study funding
• Serve as backup for TEAMS, Graduate Assistant, and Pre-Doctoral Fellowship hires
• Serve as backup for posting recruitments for the College administration area and five academic departments
• Draft and send departmental communications specific to Human Resources to the CVM community; communications include biweekly payroll deadlines, open enrollment information, UF engaged timelines, and other informative communications as needed
• Develop and maintain an effective filing system; files should be organized and up-to-date
• Assist in developing and maintaining written internal policies and procedures for various human resource processes; collaborate with department administrators as appropriate
• Process Dean’s area Gator 1 cards; serve as back-up for academic department Gator 1 cards
• Maintain Notary Public certification and perform notary services as needed
• Coordinate/schedule interviews, conference room reservations, and/or Zoom meetings for the College administration area as needed
• Office management such as distributing incoming mail, maintaining the printer/copier, ordering office supplies, etc.
• Manage the HR filing systems and informational databases for the Dean’s area and five academic departments
• Manage the HR suite’s front desk and reception area; greet and assist customers, answer CVM HR main phone line, respond to email and voicemail requests timely
• Attend monthly HR forum
• Attend monthly department administrator meeting
• Process various payroll related requests such as emergency checks, wage refunds, on-cycles, and prior 90-day adjustments
• Review and manage time exceptions biweekly for the College administration area and five academic departments
• Ensure premium pay is entered as appropriate for qualifying holidays and closures
• Serve as backup for time approval to ensure all time is approved by payroll closing for the Dean’s area
• Assist with annual December personal leave (DPL) and December leave cash out (DLC) time entries
• Assist with annual overtime and compensatory leave cash out process
• Assist with annual salary distribution entries
• Serve as backup for entering new hire distributions

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED