Personnel Operations Coordinator

American University•Washington, DC

15h•$32 - $35•Hybrid

About The Position

The Personnel Coordinator coordinates the day-to-day HR operations for the School of International Service. This position interfaces with university administrative units such as Human Resources, Payroll, University Budget Office and the Financial Aid Office, and is responsible for resolving problems that may arise. The Coordinator reviews and initiates personnel actions on behalf of the School and is responsible for the correct completion and timely submission of staff, and part-time actions as well as maintenance of internal employee records. In collaboration with hiring managers, the Coordinator works with SIS hiring managers to draft and update position descriptions for review by the Assistant Dean of Finance & Administration and HR. This involves providing technical guidance regarding university personnel and compensation policies and procedures to hiring managers. Together with the Assistant Dean of Finance and Administration, this position serves as the SIS HR Partner and represents the school at such meetings. Serves as the schools back-up timekeeper.

Requirements

Bachelor's degree or equivalent in education and experience required.
2 - 4 years of relevant experience.
At least three years’ experience in a professional office and/or customer service environment.
Knowledge of personnel practices.
Budgeting/financial experience.
Demonstrates skill using word processing, spreadsheet/data analysis and presentation development software applications such as Microsoft Word, Excel and PowerPoint while preparing briefings, reports and presentations.
Experience with Workday.
Ability to maintain confidentiality and exercise tact and diplomacy while interacting with University staff, faculty, students and/or parents on sensitive matters.
Ability to compose correspondence.
Ability to collaborate on many different levels and resolve problems.
Attention to detail is essential.
Strong ability to prioritize and multi-task, including the ability to reprioritize daily tasks to resolve urgent issues that arise without losing sight of longer-term projects.
Excellent written and oral communication skills.
Desire and appreciation for work in a diverse, fast-paced office environment.

Nice To Haves

Bachelor's degree (program of study in human resources, business management or related field preferred).
4 - 6 years of relevant experience.
Experience working in a higher education setting, preferred.

Responsibilities

Reviews and initiates HR personnel actions, such as position creations, hires, terminations, wage changes, promotions, stipends and awards for SIS staff and student employees.
Works closely with the SIS HUB to communicate personnel updates and coordinate the onboarding of new employees.
Collaborates with SIS Office of Graduate Enrollment and Faculty Affairs to coordinate and process GFA stipends.
Keeps abreast of changes to the organizational structure and processes position action forms to reflect the structural changes.
Serves as the primary Human Resources contact for the School.
Establishes and maintains the flow of timely communications with hiring managers to anticipate current and future hiring needs.
Updates and posts vacancy advertisements and assists hiring managers with searches (when necessary and applicable) for qualified candidates according to relevant job criteria.
Liaise with supervisors and the Office of Human Resources to update job postings as needed and close out searches when positions have been filled.
Works closely with the Assistant Dean of Finance & Administration during the performance management process (PMP) cycle to ensure all hiring managers submit and finalize their employees’ performance forms in Workday.
Under the direction of the Sr. Director, organizes and puts together merit documents/data to assist with the implementation of staff salary increases.
Reviews and analyses all student personnel expenses and reconciles internal trackers to ensure total wages stay within budgeted amounts.
Reviews personnel-related transactions to ensure compliance with SIS and university policies and procedures, as well as to ensure budget compliance.
Processes Payroll Accounting Adjustments to correct personnel expenses, especially those attributed to over grant transactions.
Communicates with supervisor when budgets are nearing exhaustion and ensures the proper termination paperwork is submitted.
Monitors work study award balances and communicates with supervisors to determine appropriate action when award is exhausted.
Tracks student employment and follows up with hiring managers or staff administrators to end positions that are no longer needed and to terminate student employees who are no longer working.
Coordinates timely approval of all bi-weekly timesheets for payroll processing and interfaces with the Offices of Human Resources and Payroll to resolve issues.
Coordinates with supervisors to ensure that timesheets are approved on time, serving as an alternate approver when necessary.
Communicates with Recruitment to obtain current copies of position descriptions when necessary and collaborates with supervisors to draft preliminary job descriptions.
Works with Compensation to answer any questions and provide additional information, when necessary.
Ensures that all internal records are up to date and provides supervisors with final copies of such position descriptions once approved by Compensation.
Processes position changes through the Workday.
Maintains and organizes SIS’s internal copies of position descriptions.
Under the direction of the Assistant Dean of Finance & Administration develops and maintains personnel training manuals and forms.
Facilitates training to faculty and staff regarding SIS and university personnel policies, procedures and systems.