Human Resource Associate - Mathematics
University of Illinois

Job Info

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Human Resource Associate


Department of Mathematics
University of Illinois at Urbana-Champaign


The Human Resource Associate (HRA) serves as a HR point of contact for the department of Mathematics; exercising professional judgment and discretion in the coordination of HR operations, which include employment and hiring practices, appointments, payroll processing, and other related HR functions.

Duties and Responsibilities:
Undergraduate and Graduate Student Onboarding and Exiting -

• Acts as first point of contact for department hiring processes for Graduate and Undergraduate Student appointments.
  • Completes information in Human Resources Front End (HRFE) for new employees within these groups allowing them to start New Hire.
  • Assists them in completing the form I-9 and New Hire.
  • Reviews the form I-9 and signs as department representative.
  • Keeps current in the ever-changing guidelines for I-9s.
• Act as back-up contact for department hiring processes for Faculty, Academic Professionals, Civil Service, Postdoctoral, and Other Academic appointments when other Human Resource Associate and/or Associate Director of Personnel and Administration are unavailable.
  • Completes information in Human Resources Front End (HRFE) for new employees within these groups allowing them to start New Hire.
  • Assists them in completing the form I-9 and New Hire. Reviews the form I-9 and signs as department representative.
  • Keeps current in the ever-changing guidelines for I-9s.
• Provides and updates new hire checklist for Graduate Student and Undergraduate Hourly New Hires to ensure they receive access to university systems, policies, and updates.
• Oversight for extending employment offers to Graduate Hourly, Undergraduate Hourly and all Graduate assistantship appointments.
• Tracks and checks all appointments for accuracy once they appear in Banner.
• Processes as appropriate, pay adjustments for appointments applied into banner off cycle in the department.
• Serve as the primary processor for department undergrad, graduate, and academic hourly payroll, communicating leave practices and policies, and ensuring compliance with departmental, college and campus policies.
• Serves as liaison to University Payroll Division, working collaboratively to rectify problems with department employee's pay and/or deductions.
• Work collaboratively with Senior Assistant Director of Student Employment to obtain report for student employees; ensuring they are not in violation of registration/employment policies prior to processing their appointments.

Human Resources Processing (HRFE, PARIS, BANNER, etc.) including but not limited to:

• Keeps current on all facets related to Human Resources Front End (HRFE) for Graduate Hourly, Undergraduate Hourly, and all Graduate Assistantship appointments: including monitoring for transactions from other departments, and for our department. Specifically, provides timely, efficient service for all academic professional, civil service and academic hourly appointments processing, including insight and recommendations on various appointment requests (often non-standard appointments), working closely with Associate Director of Personnel and Administration as well as central HR units on campus, and in accordance with University policy and procedures.
• Reconciles Illinois Human Resources (IHR) notices, independently determining proper response or follow-up for each and consults with Associate Director of Personnel and Administration on faculty and postdoc notices to determine proper processing.
• Processes as appropriate, pay adjustments for appointments applied into banner off cycle in the department.
• Serves as liaison to University Payroll Division, working collaboratively to rectify problems with department employee's pay and/or deductions.
• Serve as the backup processor of bi-weekly staff payroll, communicating leave practices and policies, and ensure compliance with campus, college and departmental policies.

Serve as the Department J-1 Visiting Scholar Contact:

• Acts as first point of contact for department hiring practices and policies for J- 1 Visiting Scholar appointments. Duties include drafting contingent offers, assisting foreign nationals throughout the various application processes, conveying foreign national and visa processing policies and proper procedures to sponsoring faculty and staff within the department, submitting background check requests and overseeing compliance with university rules and regulations for these positions.
  • Completes information in Human Resources Front End (HRFE) for new employees within these groups allowing them to start New Hire.
  • Assists them in completing the form 1-9 and New Hire.
  • Provides and updates checklist for Visiting Scholar New Hires to ensure they receive access to university systems, policies, and updates.
• Manages J-1 visas by interpreting and applying policies and procedures related to J-1 visa processing and paperwork; work closely with the International Student and Scholar Services (ISSS) office. Facilitate robust, employee-focused onboarding and exit strategies for international visitors.
• Facilitate robust, employee-focused onboarding and exit strategies for international visitors.

HR Administration:

• Responsible for tracking and monitoring compliance for all mandated trainings such as: Ethics, ANCRA, and Title IX, notifying Associate Director of Personnel and Administration of progress and issues.
• Responsible for non-compliance action that is required per advisement of Unit and University mandates.
• Answers inquiries and resolves problems that require the interpretation, explanation, and justification of departmental human resources and administrative policies and procedures.
• Independently determines training required to keep up to date skills needed for the position.
• Other duties assigned to further the mission of the unit.

Qualifications:
Required : Bachelor's degree in Human Resource Administration, Management, Organizational Administration, Public Administration, Labor Relations, Business Administration or a field closely related to the position. Two (2) years (24 months) of work experience performing professional-level human resources duties that included database management in an education organization.

Preferred : Experience with human resources and database management in an education organization, one year of which was at an administrative level.

Successful candidates will also possess: Excellent organizational, interpersonal and communications skills as well as the ability to make decisions and set deadlines. Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion. Ability to perform professionally. Ability to work harmoniously with faculty, staff, and students. Efficient work habits. Comprehensive knowledge of HR Front End, BANNER HR, iSTART, PARIS, Tracker, Time Tracker, Microsoft Word and Excel, Outlook Exchange email-network and calendar, and office machines (computer, fax machines, calculators, copiers, and printers). Knowledge of campus hiring policies, particularly for academic hourly and graduate students. Ability to learn department hiring procedures/policies, visa types, visa requirements, and FERPA regulations.

Appointment Information
This is a 100% full-time Civil Service Human Resource Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on February 8, 2023. Apply for this position using the Apply Now button at the top or bottom of the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Emily Lange at eredden@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1013520
Job Category: Administrative
Apply at: https://jobs.illinois.edu

This job has expired.