Human Resources Specialist

Job Description:

The Human Resources (HR) Specialist has a comprehensive understanding of all Human Resources-related processes and, working in collaboration with University Human Resources (UHR), advises Dining Services on a variety of HR functions including recruitment, hiring, onboarding, policy and procedure administration, equity reviews, job audits, and salary recommendations.  The HR Specialist advises Dining Services on all employment related functions, and serves as a key point of contact resolving day-to-day issues and triaging employee and labor relations issues to the Director as needed.   The HR Specialist advises managers and supervisors on    employment practices and policies, providing guidance and interpretation, and is the key point of contact for employment inquiries.  Serves as the Workday liaison for the Dining Services, providing guidance to all hiring managers for Workday processes, and provides trainings to non-union and union staff in Dining Services.  May act on behalf of the Director of Labor Relations in their absence.

Oversees the internal shift postings & Workday posting process for non-union and union positions, which consists of reviewing and approving job requisitions, reviewing job descriptions, and collaborating with UHR to determine the appropriate job grade.  Ensures that financial resources are available and approved for budgeted positions.  Reviews and approves hiring reports for accuracy, compliance and consistency and collaborates with UHR on salary recommendations for non-exempt non-union staff positions.  Works with UHR on the implementation of the annual rate increases in accordance with the Collective Bargaining Agreement (CBA).  Assigned the HR Coordinator and Absence Business Partner Workday roles.  Oversees the onboarding process, new employee hiring letters, processing background checks and answering all employment related inquiries for Dining Services.  Conducts new hire orientation.  Works with the Director on the coordination of the department annual performance review process and merit increase process.  Reviews job audit requests and makes recommendations that are sent to UHR for approval.  

Major Responsibility: Manage and facilitate recruitment and employment processes for all Dining Services in residential, retail, culinary positions.                                      40%                                                                                                

Supporting Actions:

• Manages hiring processes for Dining Services. Guides manager through the employment process for all exempt, non-exempt non-union and bargaining unit positions. Partners with hiring managers to educate them about employment and hiring practices.    
• Reviews and approves hiring reports including determination of salaries to be offered.  Provides guidance and detailed instructions to department hiring managers on all Workday related functions including creating job descriptions, requisitions, hiring processes, and termination processes. 
• Reviews and processes Workday job requisitions.  Works with UHR on position grading. 
• Oversees generation of hire/offer letters, background checks for all new hires and transferring employees, monitoring of probationary reviews periods and placement of employment advertising.
• Conducts audits of position requisitions, terminations, waivers, etc. to ensure compliance with policy and monitors probationary reviews are completed. 
• Develops systems to increase work flow efficiency. Communicates Workday-related updates and notifications to staff as needed.
• Collaborates with Dining Services management team on unit reorganizations as needed and partners with Workday Program   to implement the revised supervisory organizations. 
• Oversees the process for all payroll adjustments including under payments, one-time payments and required compensation changes. 
• Guides department managers on initiating a transfer process, posting a temporary upgrade and/or temporary shift change as specified in the union contract. 
• Conducts new hire employee orientation   (non-union and union staff)  that includes an overall review of Dining Services and   departmental policies/ guidelines,  food safety course requirements , and a tour of all Dining Services units.   

Major Responsibility:  Manage training programs for food safety compliance, computer introduction, and Workday basics 20%                                                                                                                                                              

      

Supporting Actions:  

• Tracks and monitors compliance of staff training requirements, and serves as official compliance officer for Environmental Health and Safety (EHS) department, addressing issues of non-compliance.
• Tracks food safety certification and licensure status and addresses non-compliance.
• Identifies training requirements and develops, implements and reviews effectiveness of training programs for union employees.
• Coordinates scheduling of group training, including sessions provided by external trainers and instructors, and monitors scheduling of culinary staff and Food Service Workers for training.
• Stays current in training methods and topics.
• Assists staff in finding and enrolling in food safety certification/recertification programs.
• Partners with EHS colleagues to ensure that Dining Services staff meet the compliance goals for all safety and RI food safety requirements in a timely manner meeting all state regulations.
• Collaborates with the Workday Program on implementing a Workday   training customized for the Dining Services union staff to coincide with the conversion from Kronos to Workday.
• Coordinates   computer introduction classes for the Dining Services union staff to  utilize their Brown email, Workday transactions including time tracking.

                                                        

Major Responsibility: Assists with the coordination of the probationary reviews, annual performance evaluation for non-union and union employees, merit recommendation process, and staff job audits        20%                                                                                                                           

Supporting Actions:

• Communicates the details of the probationary reviews and the annual evaluation process to managers.
• Reviews performance evaluations to ensure fairness. 
• Monitors performance evaluations submitted to make sure that all reviews are submitted within specific deadlines.
• In collaboration with the Director, reviews merit recommendations submitted in Workday to ensure appropriateness and that recommendations are within guidelines of merit increase parameters.
• Provides data to Dining Services Controller for budget purposes.   
• Guides managers through the job audit process. Review job audits for completeness and internal equity before sending to UHR for review.
• Guides the supervisors/managers of union staff through the CBA, including specific aspects of the contract, and performance review and   increase periods.

Major Responsibility:  Manage leave of absence process and oversee   Dining Services Leave of Absence records 20%                                                                                                                      

Supporting Actions:

• Serves as the key point of contact with the UHR on Family Medical Leave Act (FMLA) requests.
• Communicates with supervisors and managers of all staff requesting a leave and advises on communicating with the staff member.
• Files critical employee absence-related medical notes and return to work documents
• Provides reporting on Dining Services employee leaves of absence.
• Provides support and guidance to department managers & supervisors on employee absenteeism issues.  
• Coordinates the mailing of all accident reports to Dining Services leadership team and to the Insurance Office
• Creates and coordinates HR-related memos and letters to staff, including perfect attendance, bonus and years of service notifications.
• Oversees the distribution and posting of all announcements and communications about to LOA policies and requirements.
• Ensures that notifications are sent to employees and their managers when they are out of compliance with FMLA policies and COVID-19 safety requirements.
• Provides instructions to employees about how to request an FMLA in Workday, including how to return from FMLA in Workday
• Partners with UHR on the FMLA leave process, special leaves due to COVID-19, and extended leaves in compliance with the CBA.
• Work closely with the Workmanâ™s Compensation Insurance office on all work-related accidents in Dining Services. 

Section 4: Decisions Position is Free to Make

Describe the authority held by the position by listing 1 to 2 examples of decisions that the position is free to make and explain the decisions that depend on the positionâ™s advice.

Decisions:

• Prioritize issues and concerns requiring the attention of the Director of Labor Relations or the senior leadership team.
• Planning /scheduling of time-sensitive projects
• Development of efficient tracking systems
• Development of meaningful reports
• Workday processes
• Onboarding methods
• Payroll coding questions
• Content of training curricula

Recommendations:

• CBA changes
• Hiring, termination, grievances and discipline decisions
• New training programs

Section 5: Dimensions

List quantitative measures that define the size and scope of the position (for example, the number of students counseled, the number of faculty and/or staff supported, the number of employees supervised, the number of events planned, the size of budget managed).

• Administrative oversight of CBA for 200 union employees
• Support approximately 35 managers and supervisors of union employees
• Recruit and onboard an average of 10 union employees/year
• Track 25-30 employees out on FMLA per month
• Coordinate the distribution of approximately 170 union reviews per year

Section 6: Job Qualifications and Competencies

Job Qualifications

Indicate the minimum required and preferred education and years of experience. Include any required licenses or certificates.

Education and Experience

• Bachelorâ™s degree in Human Resources, Food Service Management, or a related discipline and 3-5 years of human resources experience, or the equivalent combination of education and experience.
• Experience in a union environment preferred
• Experience in the food /hospitality industry within higher education preferred

Job Competencies

Indicate the essential job competencies. Competencies are required knowledge, skills and abilities necessary to perform the job successfully.

• Demonstrated proficiency with Word, Excel, Powerpoint, and Google docs/forms
• Ability to function effectively and  in a busy setting and manage a large volume of data
• Ability to maintain confidentiality and show discretion when dealing with information of a sensitive nature
• Possess a wllingness and ability to support and promote a diverse and inclusive campus community
• Excellent customer service skills; effective oral and written communication skills
• Experience with a HRIS database; prior experience with the Workday system is a plus

• Highly effective oral and written communication skills
• Able to communicate with all levels of employees
• Planning and organization skills
• Accuracy and attention to detail
• Effective time management, efficient

• Servsafe certification; RI Licensed Food Safety Manager preferred but not required

• Demonstrated ability to prioritize, problem-solve, and work independently

In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. For more information, please visit the Healthy Brown site.  

All offers of employment are contigent upon records check satisfatory to Brown University.

Recruiting Start Date:

2021-07-19-07:00

Job Posting Title:

Department:

Grade:

Worker Type:

Worker Sub-Type:

Regular

Time Type:

Scheduled Weekly Hours:

Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact [email protected] .

EEO Statement:

Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.