Human Resources Generalist II

University of Florida•Gainesville, FL

About The Position

Coordinate the department’s time worked and leave use. Must run reports from the department scheduling software (Qgenda) on a biweekly basis to determine time away for clinical providers, employed by UF and Shands. Collects timesheets biweekly from research faculty and TEAMS exempt employees. Utilizes reports and timesheets to enter leave use into MyUFL biweekly. Also monitors timecards to ensure appropriate entry by hourly employees. Audits preliminary and final paylist biweekly to insure accuracy of leave use and amount paid. Also insures that paylist includes updates as appropriate for the pay period including additional pay, salary increases and FTE changes. Insures adequate documentation is noted on each paylist to indicate differences in pay. Responsible for entering leave use and monitoring time worked for department’s APP providers in Kronos system. Must be aware of UF and Shands payroll deadlines to assure timely entry of work hours, leave used and pay or leave corrections. Enters paid family leave and FMLA vacation/sick for employees on leave of absence. Responsible for tracking overtime, special compensation and December Personal leave and working with supervisors to ensure that employees use time appropriately. Assists all employees with timesheet entry and error correction as needed Responsible for entering payroll distributions for new employees and adjusting distributions at the request of supervisor. Responsible for calculation of call pay for Trauma Call, Holiday Call and OCAH shifts and entering EPAF for payment. Following level 2 approval, notifies provider when to expect payment. Coordinates feedback for bi-annual evaluation of TEAMS employees and annual evaluation of APP’s, Clinic Manager, Athletic Training Director and other department employees as requested. Distributes Qualtrics survey for pertinent evaluative information, collects results and forwards to supervisor(s) for discussion with employee. Responsible for tracking TEAMS evaluation deadlines and communicating with supervisors to ensure evaluations are completed timely. Must run reports to ensure system completion. Responsible for routing requests for approval to post, inputting requisitions into the UF recruitment modules and placing advertisements with a variety of outside sources to assist in recruitment efforts. Distributes applicant information to supervisors and obtains feedback regarding whether they want to eliminate or move forward with interviews, hire, etc. Responsible for updating PageUp for each applicant status, inputting requests for background check and RISC assessment as needed, and closing requisition upon completion of search. Coordinates hiring, termination and employee changes for all employee types (Faculty, TEAMS, Housestaff, OPS, Students Assistants, Graduate Assistants, Postdoc, etc). Responsible for completion of documents to implement such including background checks, letters of offer, I-9, Extended LOA requests, position updates, title changes and other department, College, UF, State or federal required documents. For new hires, also responsible for obtaining Gator 1 and overlay badge, requesting building access from IT division, and scheduling for appropriate training and onboarding schedule for the department. For terminations, ensures appropriate offboarding procedures are followed and badge/equipment returned prior to departure. Enters EPAF for hires, Person Of Interest, job edits, employment status updates, leave cashouts, position creation and updates. Responsible for creating UFID’s and updating department affiliations in directory on behalf of the department. Must ensure that affiliations are accurate for ongoing personnel or are terminated when no longer applicable. Runs reports to assist in these efforts. Serves as DSA for the department. Responsible for ensuring that department employees have appropriate security and identity setups. Coordinates credentialing providers for department. Must be able to liaison with the faculty, clinical postdocs who are to have billing privileges and mid-levels (including mid-levels hired by Shands) to obtain signatures, follow up on documentation and ensure that credentialing items are received timely. Must monitor credentialing applications for incoming providers to ensure that they are credentialed prior to begin date. Assist with the completion of semester Faculty Assignment Reports and Effort Report. Reach out to faculty members to ensure completed timely. Inform providers of procedures to obtain a Florida License and DEA number. Runs reports monthly to ensure licenses and DEAs are current and works with providers to obtain renewals when necessary. Responsible for completing forms and correspondence required by the Board of Medicine and DEA, obtaining signatures from supervising physicians when needed and distributing to appropriate offices for update. It is critical that incumbent remain up to date on requirements to serve as a primary resource for incoming providers. Responsible for completing all immigration documentation for faculty and staff. Runs report monthly to ensure visas are current. Must be able to assist supervisor in providing guidance to department and employees regarding visa/immigration. Attends monthly department partner meetings and disseminates HR policy/procedure updates to supervisor and department as needed. Makes recommendations to supervisor on new department procedures related to updates. Work on special projects as assigned by supervisor to facilitate department initiatives as needed.

Requirements

Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Excellent verbal and written communications skills
Working knowledge of MS Office products (Word, Excel, MS TEAMS, Powerpoint)
Must be able to independently plan, organize, and coordinate own responsibilities toward meeting the goals of the department.
Knowledge of UF, UF Health Shands and College of Medicine policies and procedures
Knowledge of Peoplesoft application

Responsibilities

Coordinate the department’s time worked and leave use.
Run reports from the department scheduling software (Qgenda) on a biweekly basis to determine time away for clinical providers.
Collect timesheets biweekly from research faculty and TEAMS exempt employees.
Enter leave use into MyUFL biweekly using reports and timesheets.
Monitor timecards to ensure appropriate entry by hourly employees.
Audit preliminary and final paylist biweekly to insure accuracy of leave use and amount paid.
Ensure paylist includes updates for additional pay, salary increases, and FTE changes.
Enter leave use and monitor time worked for department’s APP providers in Kronos system.
Be aware of UF and Shands payroll deadlines to assure timely entry of work hours, leave used, and pay or leave corrections.
Enter paid family leave and FMLA vacation/sick for employees on leave of absence.
Track overtime, special compensation, and December Personal leave.
Assist supervisors to ensure employees use time appropriately.
Assist all employees with timesheet entry and error correction.
Enter payroll distributions for new employees and adjust distributions at the request of supervisor.
Calculate call pay for Trauma Call, Holiday Call and OCAH shifts and enter EPAF for payment.
Notify provider when to expect payment after level 2 approval.
Coordinate feedback for bi-annual evaluation of TEAMS employees and annual evaluation of APP’s, Clinic Manager, Athletic Training Director and other department employees.
Distribute Qualtrics survey for pertinent evaluative information, collect results and forward to supervisor(s).
Track TEAMS evaluation deadlines and communicate with supervisors to ensure evaluations are completed timely.
Run reports to ensure system completion for evaluations.
Route requests for approval to post, input requisitions into UF recruitment modules, and place advertisements.
Distribute applicant information to supervisors and obtain feedback.
Update PageUp for each applicant status, input requests for background check and RISC assessment, and close requisition upon completion of search.
Coordinate hiring, termination, and employee changes for all employee types.
Complete documents for hires, including background checks, letters of offer, I-9, Extended LOA requests, position updates, title changes, etc.
Obtain Gator 1 and overlay badge, request building access from IT division, and schedule training and onboarding for new hires.
Ensure appropriate offboarding procedures are followed and badge/equipment returned for terminations.
Enter EPAF for hires, Person Of Interest, job edits, employment status updates, leave cashouts, position creation and updates.
Create UFID’s and update department affiliations in directory.
Serve as DSA for the department, ensuring appropriate security and identity setups.
Coordinate credentialing providers for the department.
Liaise with faculty, clinical postdocs, and mid-levels to obtain signatures, follow up on documentation, and ensure credentialing items are received timely.
Monitor credentialing applications for incoming providers to ensure they are credentialed prior to their start date.
Assist with the completion of semester Faculty Assignment Reports and Effort Report.
Inform providers of procedures to obtain a Florida License and DEA number.
Run reports monthly to ensure licenses and DEAs are current and work with providers to obtain renewals.
Complete forms and correspondence required by the Board of Medicine and DEA.
Complete all immigration documentation for faculty and staff.
Run reports monthly to ensure visas are current.
Assist supervisor in providing guidance to department and employees regarding visa/immigration.
Attend monthly department partner meetings and disseminate HR policy/procedure updates.
Make recommendations to supervisor on new department procedures related to updates.
Work on special projects as assigned by supervisor.