Human Resources Specialist (0079708)

University of Hawaii•Honolulu, HI

10d•Onsite

About The Position

The Human Resources Specialist role within the College of Natural Sciences Office of Administrative Services is responsible for a wide range of human resources functions. This includes managing employee orientations, processing payroll documents, verifying employee data, and ensuring compliance with recruitment regulations. The position also involves coordinating health plan open enrollment, assisting staff with benefits inquiries, maintaining confidential personnel files, and preparing reports for workers' compensation and temporary disability claims. Additionally, the specialist supports the Student Employment and Cooperative Education (SECE) program, handles position classifications and pay adjustments, audits benefit enrollment, and manages unemployment insurance claims. The role also involves responding to employment verification requests, processing payroll transactions, researching and recommending team-building initiatives, and maintaining records of employee training and policy updates. For Band B duties, the specialist is responsible for administering HR laws, policies, and collective bargaining agreements, providing technical HR advice, participating in policy formulation, conducting classification and compensation studies, and overseeing recruitment and selection processes. This includes facilitating new hire and termination processes, managing employee relations and benefits administration, handling unemployment claims, developing and conducting training, implementing performance appraisal systems, and conducting internal investigations and conflict resolution. The role also involves maintaining personnel records, organizational charts, and preparing various reports.

Requirements

Possession of a baccalaureate degree in Business Administration or Related Field and 0 year(s) of progressively responsible professional experience with responsibilities for human resources management; or equivalent education/training or experience.
Functional knowledge of principles, practices and techniques in human resources management demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with human resources management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the human resources management realm.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Possession of a baccalaureate degree in human resources, business administration, education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for human resources, business administration, or related field; 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 field of human resources or business administration 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 or business administration.
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 effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Demonstrated ability to work in a fast-paced work environment with changing deadlines
Demonstrated ability to work with a diverse team of internal and external stakeholders.

Nice To Haves

Familiarity with State and Federal human resources rules and regulations.
Familiarity with the various collective bargaining contracts of the various employment types at the University.
Knowledge of UH Human Resources Information Network (HRIN) Systems (e.g. PeopleSoft, Discoverer, PageCenterX, Kuali Financial System (KFS), WorkAtUH, Timesheet & Payment Systems (TAPS) etc.)
Working knowledge of administrative policies and procedures typical of an institution of higher education.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Responsibilities

Responsible for initial orientation & in-processing of new employees, generates the appropriate payroll document(s), routes for signature & timely processing.
Verifies accuracy of employee data in employee files/Peoplesoft system.
Independently reviews for accuracy & compliance on all recruitment documents, including SF-1's vacancy announcements, recommendation to hire memo for faculty, APTs, GA, civil service & casual & overload appointments.
Coordinates annual health plan Open Enrollment for CNS announcement of meetings and deadline on forms submissions.
Assists faculty & staff in resolving various problems regarding employee benefits.
Assists in the management & maintenance of all confidential personnel files and records, in accordance with State and Federal laws and union contracts.
Assists with the preparation of workers' compensation reports, and calculation of claims for temporary disability as needed.
Provides support services in personnel management or other administrative areas as needs arise.
Ensures that personnel transactions are processed and submitted to the payroll office in a timely manner.
Reviews and oversees the processing of appropriate supporting documents for new appointments, resignations, terminations, leaves without pay, transfers, pay changes, account codes and status changes.
Reviews appointments and employment forms such as I-9s, benefit forms, etc. to ensure completeness, accuracy, and compliance.
Prepares and audits G-2's for college personnel.
Processes and disburses as appropriate.
Administers rules and regulations, and develops college policies and procedures for the Student Employment and Cooperative Education (SECE) program.
Oversees the processing of student appointments and payments.
Assists in developing and writing student assistant position descriptions.
Establishes and/or classifies position classifications and pay.
Reviews requests for pay increment and/or promotion.
Audits applications for benefit enrollment and changes for eligibility and timely submissions; processes and distributes as appropriate.
Review reports of work related injuries and timely submission to appropriate offices.
Review notices of unemployment insurance claims filed with the Department of Labor and Industrial Relations.
Based on research of personnel files, prepares appropriate responses to DLIR.
Provides notary services for State of Hawaii personnel forms.
Distributes information on upcoming training programs and workshops and ensures that appropriate forms are completed on a timely basis.
Responds to requests for employment verification.
Reviews & audits all personnel transactions for accuracy & compliance, determining appropriateness in relations to all applicable university, collective bargaining, state, federal and third party policies and procedures.
Inputs, generates and processes Payroll Notification Forms (PNFs) and casual/overload (Form 6).
Ensures data is accurate and input in a timely manner.
Processes TAPs payments for casual and overload payroll.
Research, compile and recommend team building including reference materials, trainings, exercises, etc. to foster a positive and collaborative relationship in the College.
Develop, maintain complete & accurate records of required employee training, notification of policies & procedural updates (i.e. PPIS notices), conflict of interest, etc. to minimize &/or address workplace issues (i.e. inquiries, complaints, grievances).
Prepares and presents instruction material, e.g., human resources of average difficulty for training purposes.
Assist to resolve simple, informal complaints and/or investigations of employees and refers others, such as formal grievances, complaints and appeals to higher authority.
Communicate and coordinate with various constituents to complete critical projects that require considerable tact and discretion.
Coach, train and serve as a resource to the Assistant to the Dean and staff, College of Natural Sciences on Tenure and Promotion process while ensuring all deadlines are met.
Responsible for the administering and keeping abreast of laws, state and University policies and procedures as it relates to human resources and understanding and interpretating collective bargaining agreements.
Provides HR technical advice, assistance and recommended actions to employees.
Participates in the formulation of College of Natural Sciences internal policies and procedures and ensures all internal policies and procedures conform to all federal, state and University policies and procedures, rules and regulations and collective bargaining agreements.
Advises/provides guidance in the development of position descriptions, including conducting classification and compensation studies and comparison to maintain uniformity, equity and consistency of staffing.
Reviews, analyzes, evaluates and processes all position descriptions based on specifications of established position classifications and certifies compliance with policies, procedures, collective bargaining agreements, etc.
Plans, initiates and supervises recruitment and selection of vacant positions include providing guidance on recruitment efforts, reviewing vacancy announcements for compliance, content, accuracy and proper formats, conducting EEO/AA committee orientations and briefing sessions and providing guidance on hire actions.
Facilitates the processing of new hire, termination and other job data and pay actions.
Reviews, audits and executes HR documentation and transactions for accuracy and compliance with applicable collective bargaining provisions, federal and state laws, and University policies and procedures.
Responsible for employee relations and benefits administration for all employees within the College.
Includes conducting new hire orientations and off-boarding tasks to ensure proper enrollment, changes and terminations of benefits are executed.
Handles unemployment insurance claims and follow-ups which include preparing timely submission of responses and appeals.
Plans, develops, implements and conducts various training activities for professional and clerical personnel and directs staff members to educational training and programs in order to promote professional growth.
Implements and facilitates the Employee Performance Appraisal System and the Online Performance Evaluation System with all supervisors and employees.
Plans, initiates and conducts internal investigations upon receipt of a complaint.
Resolves conflicts by coordinating work with departmental heads as it relates to progressive disciplinary actions, grievances and other problematic areas.
Oversees the maintenance and updating of all personnel folders and records, both active and inactive.
Maintains and updates organizational charts and functional statement in accordance with established procedures, including tracking and all actions affecting changes to these charts.
Prepares various reports, manuals, correspondences and other informational materials.