Human Resources Specialist (#0097404T)

University of Hawaii•Honolulu, HI

20d•Onsite

About The Position

Serves as a primary Human Resources (HR) liaison for the Office of Land and Ocean Conservation Futures under the Office of the Vice President for Research and Innovation (OVPRI), managing a wide range of HR processes with a focus on delivering high-quality, consistent, and compliant HR support. Independently manages daily HR operations and executes full-cycle personnel and position actions (including appointments, hires, separations, salary adjustments, and service awards) for assigned units; independently resolves standard and non-routine personnel matters and ensures absolute compliance with federal/state laws, collective bargaining agreements, and University policies. Provides technical guidance and action on various personnel administration, employee performance and disciplinary actions, grievance/complaint processes, and in compliance with Equal Employment Opportunity (EEO) regulations. Responsible for auditing, reviewing, and processing classification and position actions; drafts or updates position descriptions using established templates and guidance to ensure duties align with appropriate classifications. Manages full-cycle recruitment activities: tracks and updates vacancies, prepares draft job advertisements, screens applications against basic minimum qualifications, provides guidance and conducts training as needed, coordinates interviews, and assists with offer and hiring documentation. Facilitates position management actions by updating organizational charts and functional statements; compiles vacancy reports and checks for data accuracy in collaboration with staff and hiring units. Serves as an investigator by conducting fact-finding investigations on a case-by-case basis, as needed. Provides technical guidance and consultation to departments on employee and labor relations matters; interprets contract language, tracks complex issues, prepares formal disciplinary documentation, and develops targeted training for supervisors. Keeps abreast of changes in human resources management and assists in the assessment of the impact on operations and practices. Conducts and initiates various training and orientations. Responds to routine pay and benefits inquiries; researches discrepancies using available systems and resources; coordinates with the HR Manager or designee on unusual or complex cases. Coordinates and oversees the administration of workers' compensation claims for the division; serves as the primary liaison with 3rd party administrators, ensuring timely processing and compliance with federal, state, and university policies. Works with departments to ensure that non-US citizen employees comply with employment regulations. Reviews Immigration and Naturalization Services (INS) document preparation for compliance with federal and state regulations. Submits J-1, H-1B, O-1 Visas to Faculty & Scholar Immigration Services (FSIS). Responsible for scheduled and ad hoc reports; compiles data for employment and salary surveys (e.g., salary adjustments, overpayments, and other personnel matters) and meets established timelines with quality checks. Analyzes compensation and classification analyses by gathering internal pay data, assisting with salary surveys and equity review spreadsheets, and drafting recommendations for review. Keeps current on relevant laws, collective bargaining agreements, and UH policies and procedures as they relate to assigned duties; applies guidance consistently and documents changes for team reference. Responsible for initiating actions in the Human Resource Information Systems (HRIS) and related systems (e.g., PeopleSoft, KFS, NeoGov, TAPS) to enter, update, and reconcile personnel and position data in a timely manner and in accordance with policies and procedures; follows data integrity and audit-readiness standards. Acts as liaison between the Office of Human Resources (OHR), UH Payroll, Student Employment Offices (SECE), various UH System offices, RCUH & staff to implement and communicate any changes in procedures made by these offices. Assists in drafting clear memos, letters, and reports related to assigned tasks; organizes and maintains complete, accurate, and compliant personnel and position files. Advises supervisors and employees on the basic steps and timelines for Administrative, Professional and Technical (APT) and Civil Service performance evaluations; monitors due dates and sends reminders to support timely completion. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Human Resources Management, Business Administration or related field and three (3) years of progressively responsible professional experience with responsibilities in human resources administration or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of human resources as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with human resources.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer, apply word processing software, and productivity software (including spreadsheets, presentations, email, etc.).
Proven ability to handle sensitive information with discretion, apply sound judgment in routine decisions, and respond promptly to requests.
Demonstrated ability to manage multiple tasks, organize workloads, and meet competing deadlines with clear follow-through in a professional or academic setting.

Nice To Haves

Working knowledge of the full-cycle recruitment process, position classification principles, and pay administration practices.
Working knowledge of collective bargaining agreements governing public employment in Hawai`i (e.g., HGEA, UHPA, UPW) and their application to HR actions.
Working knowledge of UH policies, procedures, and organizational structure, including the ability to locate and interpret applicable guidance.
Experience performing HR responsibilities in a State of Hawai`i department and/or a post-secondary education environment.
Experience with University of Hawai`i personnel/payroll/financial systems (e.g., PeopleSoft, KFS, NeoGov) for data entry, reporting, and transaction processing.
Demonstrated attention to detail with the ability to prioritize multiple tasks, meet demanding deadlines, and maintain data accuracy and compliance.

Responsibilities

Serves as a primary Human Resources (HR) liaison for the Office of Land and Ocean Conservation Futures under the Office of the Vice President for Research and Innovation (OVPRI), managing a wide range of HR processes with a focus on delivering high-quality, consistent, and compliant HR support.
Independently manages daily HR operations and executes full-cycle personnel and position actions (including appointments, hires, separations, salary adjustments, and service awards) for assigned units; independently resolves standard and non-routine personnel matters and ensures absolute compliance with federal/state laws, collective bargaining agreements, and University policies.
Provides technical guidance and action on various personnel administration, employee performance and disciplinary actions, grievance/complaint processes, and in compliance with Equal Employment Opportunity (EEO) regulations.
Responsible for auditing, reviewing, and processing classification and position actions; drafts or updates position descriptions using established templates and guidance to ensure duties align with appropriate classifications.
Manages full-cycle recruitment activities: tracks and updates vacancies, prepares draft job advertisements, screens applications against basic minimum qualifications, provides guidance and conducts training as needed, coordinates interviews, and assists with offer and hiring documentation.
Facilitates position management actions by updating organizational charts and functional statements; compiles vacancy reports and checks for data accuracy in collaboration with staff and hiring units.
Serves as an investigator by conducting fact-finding investigations on a case-by-case basis, as needed.
Provides technical guidance and consultation to departments on employee and labor relations matters; interprets contract language, tracks complex issues, prepares formal disciplinary documentation, and develops targeted training for supervisors.
Keeps abreast of changes in human resources management and assists in the assessment of the impact on operations and practices.
Conducts and initiates various training and orientations.
Responds to routine pay and benefits inquiries; researches discrepancies using available systems and resources; coordinates with the HR Manager or designee on unusual or complex cases.
Coordinates and oversees the administration of workers' compensation claims for the division; serves as the primary liaison with 3rd party administrators, ensuring timely processing and compliance with federal, state, and university policies.
Works with departments to ensure that non-US citizen employees comply with employment regulations.
Reviews Immigration and Naturalization Services (INS) document preparation for compliance with federal and state regulations.
Submits J-1, H-1B, O-1 Visas to Faculty & Scholar Immigration Services (FSIS).
Responsible for scheduled and ad hoc reports; compiles data for employment and salary surveys (e.g., salary adjustments, overpayments, and other personnel matters) and meets established timelines with quality checks.
Analyzes compensation and classification analyses by gathering internal pay data, assisting with salary surveys and equity review spreadsheets, and drafting recommendations for review.
Keeps current on relevant laws, collective bargaining agreements, and UH policies and procedures as they relate to assigned duties; applies guidance consistently and documents changes for team reference.
Responsible for initiating actions in the Human Resource Information Systems (HRIS) and related systems (e.g., PeopleSoft, KFS, NeoGov, TAPS) to enter, update, and reconcile personnel and position data in a timely manner and in accordance with policies and procedures; follows data integrity and audit-readiness standards.
Acts as liaison between the Office of Human Resources (OHR), UH Payroll, Student Employment Offices (SECE), various UH System offices, RCUH & staff to implement and communicate any changes in procedures made by these offices.
Assists in drafting clear memos, letters, and reports related to assigned tasks; organizes and maintains complete, accurate, and compliant personnel and position files.
Advises supervisors and employees on the basic steps and timelines for Administrative, Professional and Technical (APT) and Civil Service performance evaluations; monitors due dates and sends reminders to support timely completion.
Other duties as assigned.