Department HR Specialist Sr

101381BR

Campus: Tempe

Department HR Specialist Sr

Job Description

The Hugh Downs School of Human Communication (HDSHC) seeks a highly motivated, outgoing, dynamic and financially savvy professional to join our team as the Department HR Specialist Senior. Under direction of the Assistant Director, Operations, the successful candidate will play a key role in planning, organizing, and coordinating the Human Resources and business and financial operation functions in accordance with established goals, priorities, time and funding limitations and university policy.

The position will perform a broad scope of human resources functions, personnel management, and year-round recruitment efforts of considerable responsibility in administering, human resources, business and financial operations, and academic personnel actions in a complex academic unit. The successful candidate will be a self-starter, problem solver, skilled in developing and maintaining effective working relationships in a diverse population, experienced in handling confidential and sensitive information and excellent communication skills.

Job Family

Human Resources

Department Name

Hugh Downs School Of Comm

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$52,000 - $62,000 per year; DOE

Essential Duties

Human Resources & Financial Operations – Duties include, but are not limited to:

• Manage and coordinate the year-round recruitment efforts for all faculty, staff, and student worker positions, which includes preparing recruitment materials, screening/organizing application materials, scheduling interviews, communication with applicants, preparing job offer letters, and facilitate the fingerprinting and background check process.
• Facilitate and manage a high volume of human resource functions for new and existing faculty, staff, and student workers, teaching/research assistants/associates (TA/RA), etc., which includes preparing and processing various personnel transaction requests, FTE change; position accounting modification; payroll redistributions; terminations, etc.
• Coordinate on-boarding tasks to prepare for new faculty, staff and student workers throughout the academic year
• Serve as Departmental Time Administrator (DTA) to ensure accurate time entry & approvals in PeopleSoft and TAS Systems; ensuring all assignments are addressed.
• Coordinate the annual Notice of Appointment and year-round renewal process for faculty, graduate teaching associates, adjunct faculty, and internal faculty affiliations.
• Manage the out-of-state employee tracking and approval process; track and ensure adherence in ACA trending reports and provide information on allowed future average hours to employees and supervisors accordingly.
• Maintain personnel files in accordance with university policy; facilitate payroll reconciliations, investigate payroll discrepancies, organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes, and interprets information; recommends or implements action to be taken. Coordinates internal audits and responds to external audit requests.
• Coordination with the International Students and Scholars Office for visiting scholars and international faculty members for Visa-related requests.
• Assist with coordinating faculty and staff leave of absence and FMLA requests and facilitate department tracking of mandatory trainings.
• Assist with acting as a liaison for the Office of Human Resources and The College Dean’s Office for recruitment, benefits, and academic personnel-related questions.
• Attend necessary recruitment training and academic personnel meetings.
• Cross train in business and financial operations to provide additional coverage and back up support in various areas, including purchasing, travel, suppliers, requisitions, etc.
• Work independently and exercises professional judgment to serve as a knowledgeable and helpful resource in respect to ASU fiscal/HR policies and procedures and to ensure accurate output and processing in all assigned areas.
• Assist the Assistant Director, Operations with special projects, requiring problem solving, research and recommendation of next steps.
• Represent the Hugh Downs School of Human Communication and serves on various school and university committees.

Customer Service – Duties include, but are not limited to:

• Collaborate with various internal units to coordinate the various school operations.
• Assist with logistical efforts for various events, hosted meetings, workshops, conferences, and faculty searches.
• Oversee multiple activities with a broad range of academic and staff personnel.
• Respond to administrative inquiries and ensure resolution and conduct necessary follow-up.
• Serve as backup for the front office reception desk, handling incoming phone calls, walk-ins and visitors.
• Perform other duties as assigned.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND five (5) years of related administrative experience, OR, Nine (9) years of related administrative experience, OR, Any equivalent combination of experience, and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience in Higher Education supporting human resource practices, regulations and standards.
• Demonstrated knowledge of all applicable federal, state, and regulatory requirements, laws, and standards.
• Experience in customer service experience.
• Experience with planning, analyzing, and establishing priorities.
• Evidence of effective communication to perform essential duties.
• Experience in developing and maintaining cooperative working relationships within and across organizational areas.
• Experience working effectively and collaboratively with faculty and staff.
• Experience using internal Financial Management and Human Resource information management systems.
• Experience successfully working in a fast-paced, deadline driven environment.
• Experience with Microsoft Office (Word, Excel, Outlook), Adobesign, Adobe Pro, Canvas, Google Suite, Dropbox, etc.

Working Environment

• Monday-Friday work schedule; 8am – 5pm; Flexible work arrangement options are available pending successful completion of training and onboarding period and department needs.
• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%); frequently required to stand for varying lengths of time and walk moderate distances to perform work (25).
• Regular activities require the ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate to perform essential functions.
• Utilize office equipment; printers, copiers, telephones, calculator, computer (monitor, keyboard and mouse), etc.

Department Statement

The Hugh Downs School of Human Communication offers BA, BS, MA, and PhD degrees. The undergraduate program currently has approximately 2,300 on-campus and online majors. The School is composed of approximately 22 distinguished interdisciplinary faculty recognized for teaching and research excellence in areas of Human Communication including: health communication, intercultural communication, interpersonal communication, organizational communication, performance studies, critical/cultural studies, and rhetoric.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.