Clinical Sciences - HR Assistant

Updated: 6 months ago
Location: Fort Collins, COLORADO
Deadline: 15 Nov 2021

Posting Details
Working Title Clinical Sciences - HR Assistant
Position Location Fort Collins, CO 80523
Classification Title Admin Assistant II
Posting Number 202100380P
Position Type State Classified
Open Date 11/08/2021
Close Date 11/15/2021
Salary $35,448 - $42,936 + FULL BENEFIT OFFERINGS
Employee Benefits
Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit
The Department of Clinical Sciences mission is to assure the health and productivity of animals to meet societal needs through high quality educational programs for professional veterinary medical students, graduate veterinarians, and the public through a faculty and veterinary medical center of excellence, and to advance and disseminate comparative biomedical knowledge in an environment of interdisciplinary collaboration.
Position Summary
The position will provide high-level HR technical/administrative support to the Department of Clinical Sciences encompassing +350 employees including faculty, admin pro, state classified, Veterinary residents/interns, Postdoctoral Fellows, and Graduate Research Assistants. The position has the authority to design and implement the general office and administrative operations to accomplish the unit’s administrative support work. Position decides what operations will be performed and how processes will be implemented based on instruction from the Department Head and Business  Officer. Duties and responsibilities align most closely with the Administrative Assistant III class series. The Department of Clinical Sciences, HR Liaison provides administrative management and guidance in all HR operations, implements all human resource policies, procedures, and internal controls to ensure full compliance. This person reports directly to the Business Officer and works as a member of the department’s administrative team. This position interacts regularly with the Department Head, Endowed Chairs, Principal Investigators, the Department Business Officer, and other university/college compliance offices. 
Minimum Qualifications
  • Two (2) years’ HR experience as a human resources generalist or specialist capacity.

Substitutions
  • Appropriate education in Human Resources, Business Administration, or similar will substitute for the required experience on a year-for-year basis.
Preferred Qualifications
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
  • Experience applying HR knowledge and analytical skills.
  • Experience establishing and maintaining collaborative internal and external working relationships.
  • Experience providing exceptional customer service.
  • Experience in recruitment and hiring.
  • Must deliver service consistently, reliably, accurately, and in a courteous manner. 
  • Must be a self-starter, able to work both autonomously and collaboratively. 
  • Must effectively deliver and communicate information in a variety of settings. 
  • Strong problem-solving and analytical skills.
  • Basic understanding of HR common practices in the areas of employment law and regulations, performance management, and employee relations.
  • Effective coaching and facilitation skills. 
  • Skills in trust-building, relationship development, and management, influencing, collaboration, teamwork, networking
  • Exceptional communication (both verbal and written).

Essential Job Duties


Job Duty Category Recruitment/Selection
Duty/Responsibility
  • Partners with hiring managers, department leadership, and HR to fill open positions with well-qualified candidates, including appropriate recruitment/selection processes and practices.
  • Consults on salary and compensation practices, regulations, and market data. 
  • Establishes, organizes, and manages recruitment/selection processes for each open position in the department utilizing the main university system; Talent Management System (TMS). 
  • Ensures compliance with University hiring policies and governing regulations. 
  • Serves as the department admin support for all searches. Taking meeting notes, posting jobs to various recruitment sites, arranging schedules, coordinating interview logistics, and tracking/entering the relevant information into TMS.
  • Serve as key department contact for search applicants and share relevant links for employment-related information such as benefits or leave.
Percentage Of Time 25
Job Duty Category Hiring/Onboarding/Offboarding
Duty/Responsibility
  • Organize and manage hiring/onboarding steps for each open position in the department. 
    • Submits and tracks the hiring process including background verification. 
    • Creates offer letters and manages designated employment documentation. 
    • Coordinates new employee processes and hiring requirements. Originates new hire forms and paperwork. (e.g. W-4, direct deposit). Review employment verification documents and complete I-9 information in Equifax.
    • Ensures all new hires and promotions are compliant with EO/AA rules and regulations
  • Organize and maintain orientation tools for employees and supervisors. 
  • Participates in CVMBS, South Campus, and department-specific new employee activities. 
  • Coaches managers on orientation, on-boarding, and exit/separation practices.
  • Provide university and departmental resources as part of the onboarding process including orientation and training opportunities
  • Guide current employees to applicable resources with college and/or central HR groups (e.g. benefit open enrollment dates, payroll schedules, etc.)
  • Provide exit interview and/or survey information to terminating employees
Percentage Of Time 25
Job Duty Category HR Operations and Systems
Duty/Responsibility
  • Completes daily information processing using the HRIS (Oracle). 
    • Initiates employee appointment information. 
    • Initiates and manages position management, applicant tracking, and performance management system transactions and processes (TMS) transactions.
    • Monitors/tracks approval status including new assignments and changes
    • Complete paperwork required for salary increase requests
  • Provide instruction on the use of the TimeClock Plus system 
    • Tracking time for non-exempt employees or leave request instructions for exempt employees.
    • Determine appropriate use of leave (i.e. does request leave use to comply with rules)
    • Enter bereavement, administrative, or jury leave 
  • Maintains employee related databases. 
  • Prepares and analyzes HR reports on weekly, monthly, annual, and as needed
  • Manages department personnel files
  • Submits required information for CSU personnel files. 
  • Submits HR related information for various department/college meetings, and on special request. 
  • Serves as department liaison for the University HRIS
  • Attends CSU/CVMBS HR-related informational meetings and committee work.
Percentage Of Time 20
Job Duty Category Hourly Hiring Coordination
Duty/Responsibility
  • Serve as subject matter expert on all hourly hiring needs for the department, including the new TimeClock Plus time/leave management system. 
  • Responsible for all new hire student hourly and non-student hourly employee requests for the Department of Clinical Sciences.
  • Initiating the hiring paperwork and background check requests to initiating the new assignment in Oracle.
  • Responsible for maintaining and processing bi-weekly payroll for all hourly positions in the department.
  • Understand and interpret University student and non-student hourly employment classification, hiring, and compensation policies.
  • Aid in creation of job postings for student employees in Handshake and TMS for non‐student hourly hiring ensure correct title and classification is utilized.
  • Oversee and monitor all locum veterinarian needs and hiring.
  • Review TimeClock Plus entries for payroll accuracy including manager approval status, over-time, compensatory time, and hours worked.
  • Enter termination actions in a timely manner to ensure payout of leave and termination of benefits as appropriate.
Percentage Of Time 20
Job Duty Category Training
Duty/Responsibility
  • Assists with employee-training program and system.
  • Maintains employee training records. 
  • Assists supervisors in training program resources and recommendations. 
  • Provides necessary HR-related education, materials and communication to supervisors and employees. 
  • Identifies training and educational needs; creates and prepares educational materials/communications.
  • Leads training sessions, informational meetings and feedback sessions to communicate HR-related changes and updates. 
  • Explains and clarifies HR processes and/or refers to CVMBS and CSU HR resources.
Percentage Of Time 5
Job Duty Category Employee Health and Safety
Duty/Responsibility
  • Reviews worker’s compensation and FMLA cases and progress with the CVMBS team.
  • Manages timekeeping and leave balances.
  • Enters holidays, excess reg hours, LWOP, and timeclock entry corrections.
  • Communicates with supervisors on leave, comp time, OT status for their employees.
  • Organize and file Workers’ Comp and FMLA paperwork in partnership with CVMBS HR Case Manager.
Percentage Of Time 5

Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application.  Human Resources must be able to evaluate your experience based on this information.
  •  Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent. 
  • The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met.  The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

 
INCOMPLETE APPLICATIONS
  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
  •  An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
  • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
  • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

 RESUMES
  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position.  This process occurs after an application has passed the minimum qualifications screening.  

Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials. 
  • Please see the Required Documents section of the posting.

 
NOTES
  • Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
  • The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from human.resources@colostate.edu , OR the Employment Consultant facilitating the search process.  In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

 
Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. 
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at hr_service_center@mail.colostate.edu or call (970) 491- MyHR(6947).
 
DEPARTMENT CONTACT INFORMATION
  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).

 
 
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
Employment and Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
 
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb .
A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

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