HR Administrator

Department
 

HUM Staff: Div Admin PA Planning & Administration

About the Department
 

The Division of the Humanities comprises 19 degree programs across 16 departments and committees, with approximately 650 students from around the world enrolled in PhD, MFA, and MA programs, 200 tenure-track faculty, 150 other academics, 135 staff, 300+ student employees, and numerous visitors and temporary employees. Students and faculty dedicate themselves to the thoughtful consideration of humanity’s place in the world. This dedication is displayed through multidisciplinary centers and programs as well as workshops on diverse themes ranging from political theory to contemporary art to legal rights for animals. Staff play a vital role in the day-to-day functions and success of the Division.

Job Summary
 

Reporting to the HR Director in the Division of the Humanities, and in close partnership with the Academic Affairs Director and Assistant Director, the HR Administrator provides professional support for a broad range of HR business operations and employee lifecycle activities for the academic, postdoctoral, visiting, temp, and student populations. Primary responsibilities include position management, payroll/funding administration, data gathering and analysis, reporting, documenting procedures/policies, establishing best practices, and ensuring compliance.
The HR Administrator is a key member of the Division’s dean’s office and directly interacts with internal and external partners within the UChicago community.
Hybrid schedule: 2-3 days on campus and 2-3 days remote.

Responsibilities

• Develops comprehensive understanding of all academic, postdoctoral, visiting, temp, and student positions, policies/procedures, and best practices, and manages positions in Workday, the University’s HR management tool.
• Manages student and temp hiring process from internal request form submission to hire.
• Communicates onboarding steps to all academic and student hires, tailors messages according to employee status, monitors onboarding progress, and provides attentive service throughout the process.
• Manages employment eligibility verification process. Conducts I-9 in-person appointments and updates I-9 information when necessary. Provides employer letters for SSN request process as needed. Maintains Bookings site for managing appointments.
• Proactively processes academic and student/temp terminations and transitions.
• Partners with central resources to resolve on- and offboarding issues, including complex tax, benefits, and foreign national-related matters.
• Routinely adjusts costing allocations and funding data for academic, postdoctoral, visiting, temp, and student positions.
• Maintains student and temp hire internal request form. Ensures clean, up-to-date data tracking and request compliance.
• Develops and/or applies best practices to maintaining consistent, organized, and usable key team files and folders.   
• Manages HUM-Payroll email inbox. Replies to inquiries in a timely manner.
• Routinely runs job and position related reports including I-9 and Visa expiration dates, seasonal hire and temp/student end dates, etc. and ensures position adjustments are completed in a timely manner.
• Submits student timekeeping corrections.
• Creates and maintains procedure manual(s) and related materials.
• Partners with Dean’s office team on HR matters that impact relevant areas including finance and grant services, dean of students, budget and data analyst, academic affairs, etc.
• Partners with department administrators and central HR partners to apply position management policies and procedures, troubleshoot issues, and establish best practices.
• Provides thorough service and trainings to department administrators and academics in support of HR business operations.
• Stays abreast of UChicago academic, postdoctoral, visiting, temp, and student position management, payroll/funding, and compliance matters.
• Attends trainings and pursues professional development opportunities.
• Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Drafts templates and routine offer letters. Maintains appropriate human resources data and records, solving a range of straightforward problems using standard procedures.
• Counsels employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate level of guidance.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Working in higher education.
• Creating procedure manuals, establishing best practices, etc.
• Tracking data and running reports.
• Working with international employees and/or work authorization polices for foreign nationals.

Technical Skills or Knowledge:

• Proficient in Microsoft Office 365 (e.g., Excel, Forms, Teams/SharePoint, and Outlook).
• Proficient in Workday.

Preferred Competencies

• Detail and process oriented.
• Analytical mindset.
• Effective writer.
• Enthusiastic problem solver.
• Demonstrated interest building professional relationships.

Working Conditions:

• Hybrid: 2-3 days on campus and 2-3 days remote.

Application Documents

• Resume/CV (required)
• Letter of Interest, 1-2 paragraphs only (required)
• References Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Human Resources

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.