Department Human Resources Specialist

Job Profile:
HR Services Specialist 2

Job Family:
HR Services

Time Type:
Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

The T. Denny Sanford School of Social and Family Dynamics (SSFD) is seeking a highly motivated and dynamic Department Human Resource Specialist to join its Business Operations team. Reporting to the Assistant Director of Operations, the selected candidate will be responsible for a wide range of human resources (HR) duties which include, but are not limited to hiring and onboarding/offboarding, payroll transactions and monitoring, and visa processing. The successful candidate will be a self-starter with an efficient work methodology, excellent customer service and communications skills, an ability to coordinate multiple tasks autonomously, experienced in handling confidential and sensitive information, and someone who can exercise sound judgment in decision-making.

Position Salary Range: $50,000 - $58,000 per year; DOE

Essential Duties:

Hiring and On/Off-Boarding

- Works with the School’s finance and grants leads to review human resources requests involving account expenditures in accordance with established financial guidelines and policies.
- Support the year-round recruitment efforts of staff, hourly, and stipend-paid student workers in Workday, which includes posting the position, communicating with hiring supervisor and committees, communicating with the applicants, assisting with screening, scheduling interviews, coordinating fingerprinting and background checks, and making job offers.
- Support the recruitment of faculty, faculty associates, and postdoctoral scholars in Interfolio, including assisting with search documents, preparing applicant lists, and requesting transcripts from final hires.
- Prepare annual renewal letters for faculty associates and postdoctoral scholars.
- Hire Graduate Research/Teaching Assistants, including preparing recruitment letters each Spring semester and appointment letters each Fall, processing hires in Workday, and submitting Period Activity Pays to ensure payment.
- Ensure the eligibility of all student hires (enrollment) per semester, handle graduation notices from student employment, and contact supervisors regarding apparent inactive students for termination.
- Courtesy affiliate process management and maintenance, including annual review process
- Works with the International Students & Scholars Center to process all visa application and visa renewal processes, such as H1-B, J-1, and permanent residency.
- Coordinate new employee onboarding, working with supervisors to ensure new hire checklist functions have been fulfilled, including: ensuring office space is ready, equipment is available or has been ordered, that the employee has been added to the appropriate distribution lists, and that the employee has the appropriate access to our buildings.
- Coordinate employee offboarding, including: issuing the appropriate acceptance letter, collecting any keys and electronic devices, removal from distribution lists, and removal of building access.
- Process faculty retirements, resignations, and emeritus status requests.

HR Transactions & Payroll

- Process job data changes such as costing allocations, payroll accounting adjustments, title changes, manager or team changes, FTE changes, terminations, promotions, etc.
- Process payroll transactions for employees paid from multiple funding sources (e.g., state, local, grant, or gift), including processing supplemental pay throughout the year and coordinating with finance and grants leads to process summer faculty and graduate student pay.
- Support time reporting by sending reminders about deadlines and ensuring time is approved by the payroll deadline.
- Audit payroll and timekeeping entries to identify and correct errors before final processing. Oversee record keeping and prepare bi-weekly payroll reconciliation reports. Investigate discrepancies and work with the Payroll department to reach a solution.
- Oversee Affordable Care Act compliance, verifying employee hours and FTE totals.
- Track out-of-state employees and assist with completion of Flexible Work Arrangements or International Assignments.
- Assist supervisors with the tracking of federal work study awards for our student employees.

General Human Resources

- Advises and assists management and staff in the handling of employee relations issues, complaints and/or grievances and determination of appropriate actions.
- Lead and participate in team building meetings and activities, including identifying / hosting professional development opportunities for staff.
- Support staff performance management by tracking completion of employee and supervisor Check-In tasks.
- Track training records for Sanford School personnel to support compliance with required ASU trainings.
- Maintain organized digital personnel files to ensure records are up-to-date and ready for audits. Ensure completeness of documentation and abide by standard naming convention.
- Prepare routine HR data reports (e.g., salary comparisons, training completion rate, vacation loss report, onboarding status, etc.).
- Oversee the School’s Continuity of Operations Plan (COOP).
- Support School’s leave of absence and FMLA requests. Acts as liaison between employees and benefits team. Ensures leave time is entered accurately.
- Oversee shared HR inbox and address inquiries from faculty, staff, and students regarding HR processes, payroll, benefits, and HR policies, providing accurate and timely resolutions. Work with various ASU central departments as needed (e.g., Payroll, Office of Human Resources, Student Employment Office, International Students and Scholars Center, The College Dean’s Office).
- Attend necessary recruitment training and academic personnel meetings.
- May participate in school, college, and university-wide initiatives and meetings on behalf of the team.
- Develop, manage, and provide feedback on Human Resource processes, procedures, internal controls, and payroll process improvements
- Perform other duties as assigned to ensure efficient operations of department to meet human resources needs.

Additional Duties

- Serve as backup for academic personnel actions, including: faculty promotion and tenure, sabbatical reviews, expedited reviews, post-tenure reviews, probationary faculty reviews, faculty probationary extension requests, and annual evaluations of faculty, ensuring adherence with department, college, and university policies, processes, and procedures.
- Serve as backup for events, including hosted talks, workshops, conferences, and faculty searches.
- Assist with covering the front office reception desk when needed.

Desired Qualifications:

- Knowledge of basic human resources standards, practices, and regulations.
- Knowledge of Arizona State University or general Higher Education policies and procedures
- Demonstrated ability to work in an environment subject to quickly changing priorities, sensitive/confidential information, short deadlines, and competing demands.
- Demonstrated proficiency in Microsoft Excel, including data entry, sorting, filtering, and use of basic formulas.
- Demonstrated experience using Microsoft Word, with particular emphasis on mail merge functions.
- Demonstrated proficiency with Adobe Acrobat, including creating, editing, and combining PDF documents, as well as working with fillable forms and PDF portfolios.
- Knowledge of academic personnel actions including: faculty promotion and tenure, sabbatical reviews, expedited reviews, post-tenure reviews, evaluation of probationary faculty, and annual evaluations of faculty.
- Knowledge of, or a willingness to learn, university personnel systems such as Interfolio and Workday Human Capital Management (HCM)

Working Environment:

- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work.
- Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts
- Ability to clearly communicate verbally, read, write, see and hear to perform essential functions.
- Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
- Occasional meetings across ASU campuses and with external partners

Days and Schedule: Typical work schedule is Monday – Friday, with some evenings and weekends required. Flexible work options, ranging from alternate work schedules to hybrid remote work schedules, will be available after a brief onboarding period (subject to approvals per ASU policy). Note : Hybrid work is an arrangement where employees spend a minimum of 60% of their regular work week at their primary ASU work location. Dean or vice president-level approval is required.

Department Statement: The School of Social and Family Dynamics is an academic unit within The College of Liberal Arts and Sciences; which is the largest college at ASU and is organized in a divisional structure comprised of humanities, natural sciences and social sciences. The atmosphere is collegial, priorities are fluid and demands for assistance come from many directions. Our school offers a variety of degree programs in Family and Human Development and Sociology. Our faculty are at the cutting edge of their fields and are devoted to finding solutions to today's most difficult and important problems. The work of the school, however, is not focused entirely on problems. We address the positive outcomes associated with development, families and social institutions. Understanding individual, family and social strengths and resilience is critical to promoting and improving well-being and health. For more information on the Sanford School, please visit our website The Sanford School

Driving Requirement:
Driving is not required for this position.

Location:
Campus: Tempe

Funding:
No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub .

To be considered, your application must include all of the following attachments:

- Cover letter
- Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU   Compensation Estimator

Employment Verification Statement:

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

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

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.