SBO Human Resources Coordinator
Full Job DescriptionThe Signers’ Business Office (SBO) at the University of Alaska Fairbanks is seeking to hire a Human Resources (HR) Coordinator. The SBO team provides financial and human resources services and support to our programs, faculty, staff, and students. We invite applicants who have a strong knowledge of human resources policies and procedures to apply for this exciting opportunity. The successful candidate should be team oriented, have strong communication skills, attention to detail, organizational skills and a willingness to learn. This position will be physically located at the UAF campus in Fairbanks, Alaska. While there may be a current opportunity for remote work temporarily due to COVID, we are seeking an applicant who will report to work in office. This is a full time, year around position with full UA benefits.
Duties:10Manage time sheets and verify payroll on a bi-weekly basis. Responsible for ensuring time sheets are complete and submitted in a timely manner. Maintain electronic payroll spreadsheets, verify payment accuracy in Banner, review payroll earn codes, calculate leave and retroactive payments, determine payroll issues, and work with UA Payroll department to prepare adjustments, submit direct deposit requests, process late timesheets, or correct any payroll related discrepancies. Research and answer questions for hiring managers and supervisors, concerning bonuses, honorariums, and flat fees. Act as liaison between employee and UAHR and disseminate information as necessary.Essential15Prepare students, both graduates and undergraduates, temporaries, benefited faculty and staff, and represented employees appointment letters for the Chancellor/Provost/Vice Chancellor/Director's signature upon hire, and annually as required. Monitor and ensure the integrity of data related to system wide reports, student status, and international employee status. Assist employees with claim resolution and change reporting. Generate related reports for management review and distribution. Maintain all personnel and payroll files. Responsible for maintenance and security of all SBO unit employee personnel files. Research, track, update, analyze and compose SBO Human Resource Metrics. Maintain recruitment spreadsheet and perform queries in database to extract data. Analyze and organize data into a user-friendly format. Prepare and present analysis report to UAF EO on turnover, selection, retention, cost, time, success rates, etc. Work closely with HR Consultants and supervisors, hiring managers, or employees on matters of conflict. Act as liaison to provide resources on conflict prevention, early intervention, dispute resolution, and applying the steps of progressive discipline.Essential20Track non-resident alien (NRA) employees to ensure compliance is adhered to for employment eligibility requirements for SBO. Ensure NRA's are correctly set-up in the Banner system to include specifics related to tax compliance and resident issues. Initiate and process visa requests for J-1, H-1B, and TN non-resident aliens. Provide and gather detailed information of required documents for visa applications; include associated fees (check requests) and compile information in an order easily followed and accepted by the Immigration and Naturalization Services standards (INS). Retrieve information from multiple government sites, prevailing wage source, and use of proper NAICS and LCA codes. Ensure processing is completed in a timely manner to provide break-free employ-ability of current employees and expedite the arrival of new employees. Assist employees with their Glacier paperwork, W-4, and tax treaties. Provide training to hiring managers and supervisors as needed to comply with visa requirements. Communicate with the Office of International Programs, HR Consultants and payroll department on all issues regarding work eligibility, practicum training, and expiration of work/visa status for all students, faculty and staff.Essential25Coordinates, researches, and completes HR forms, including job forms and HR memos. Prepare and submit all hiring documents for new employee assignments for students, both graduates and undergraduates, temporaries, benefited faculty and staff, and represented employees. Process year-end fiscal roll to include all term funded staff and faculty to extend their positions. Prepare personnel actions, including acting or out-of-class pay, and step increases. Work closely with SBO’s executive officer, fiscal officers and grant managers to ensure job forms reflect accurate and current fund/org data, verify availability of funds prior to job form setup and for proper accounting on time sheets. Notify principal investigators, supervisors, and term-funded employees of current positions that are close to the termination dates, so that the position is either extended or terminated in a timely manner.Essential30Serve as HR Coordinator to administrative and service departments within SBO. Assist and advise supervisors, hiring managers, and search committees on recruitment efforts, assuring legal EEO/AA hiring/selection practices are adhered to. Assist with development of position descriptions, screening materials, advertising, and job postings. Provide preliminary review of position descriptions and recommend classification and job family placement. Work closely with search committees and UA Talent Acquisition to ensure a seamless recruitment process. Manage recruitment documentation to ensure legal compliance with UA Policies and Regulations and state and federal laws. Research and provide compensation data to hiring managers and/or directors based on internal equity and external market data as a guide for salary placement. Prepare employment offer letters and maintain job posting details in ATS.Essential
Knowledge of payroll, accounting and human resource systems, procedures, rules, and regulations. Expert knowledge of BOR Policies and UA Regulations and ability to effectively interpret and initiate said policies, procedures, and practices. Exceptional communication skills with a diverse population (oral, listening, and written). Investigative skills. Ensure data accuracy. Attention to detail. Organizational skills. Extensive computer skills to include spreadsheets, composition, and report writing. Analytical thinking. Discretion. Problem solving skills. Sound judgment. Executive decision making skills. Demonstrated ability to practice and maintain strict confidentiality. Ability to meet critical deadlines and adapt to changing priorities, while maintaining accuracy and focus. Demonstrate professionalism and positivity, having excellent interpersonal skills. Act as primary contact for all SBO programs’ employees and be able to answer and/ or refer all employee related issues. This position must be able to work independently with little supervision.
Minimum two years progressive experience in human resource related activities. Specifically automated personnel systems and recruitment.
REQUIRED EDUCATION OR TRAINING:
One year college coursework in business, human resources administration, public affairs, psychology, sociology or other relevant field of study and two years of professional human resources experience, or an equivalent combination of training and experience.
This is a full-time, Grade 77, $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
- To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.
Please attach a resume, cover letter, and the names and contact information (email and phone number) for three (3) professional references with your application.
To ensure consideration, please apply prior to the review date.
This position is open until filled with the initial applications review taking place on April 14, 2021. To ensure consideration please apply by 11:55 pm Alaska Standard Time, April 13, 2021.
Reasonable Accommodation Statement:
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug-Free Workplace.
University of Alaska campuses are Tobacco-Free.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: 31 Mar 2021 Alaskan Daylight Time