HR Representative
Colleges of Applied Health Sciences and Fine and Applied Arts
University of Illinois at Urbana-Champaign
Job Summary
The Colleges of Applied Health Sciences (AHS) (http://www.ahs.illinois.edu) and Fine and Applied Arts (https://faa.illinois.edu) at the University of Illinois at Urbana-Champaign are searching for a HR Representative to join the growing Human Resources Service Center team. The Human Resources Service Center (HRSC) is a new, joint venture between the two Colleges to provide efficient, effective, customer service focused human resources services to AHS and FAA. Under administrative direction, the HR Representative will provide human resources support for all employees served by the HRSC. The HR Representative will serve as a point of contact, directing employee and unit requests, and provide support to all HR functional areas (Operations, Talent, and Administrative Support).
Major Duties and Responsibilities
HR Operations
• Create, update, maintain, revise, and retrieve confidential files and records, which may involve cross filing; ensure that all personnel files are up-to-date and verify that both the electronic files and paper files contain the same information.
• Assemble and assist with the process/collection/filing of annual performance reviews, job description maintenance, etc.
• Maintain the HRSC web pages to make sure they are responsive to those served.
• Serve as the primary approver for bi-weekly staff payroll.
• Responsible for monitoring and completing the processing of late timesheets to ensure timely and accurate payroll.
• Assist with the communication of leave practices and policies as directed, and ensure compliance with campus, college, and departmental policies throughout the units served by HR Service Center.
• Responsible for Service in Excess of 100% forms, including but not limited to gathering all necessary information, filling out the form, sending for signatures, monitoring completion status, and processing then in HR Front End (HRFE).
• Assist with monitoring the MyDOT inbox, notify applicable staff of incoming items.
• Conduct first reviews of MyDOT appointments to ensure proper e-class, appointment request, and documents are included.
• Assist with monitoring the HRFE group inbox to maintain timely workflows.
• Conduct new employee onboarding activities, including but not limited to background and sexual misconduct check submissions, employee new hire checklist, I-9, E-Verify completion, and setting up new employee in VSL and/or Time Tracker.
• Responsible for preparing/maintaining onboarding packets to ensure accuracy of information and functioning weblinks.
• Assist with new hire appointments by monitoring the bookings page, sending follow-up emails to new hires about required documents, and inputting them into Tracker I-9 / sending Section 1.
• Responsible for tracking and monitoring compliance in areas such as: Ethics Training, ANCRA Training, Title IX Training, and VSL reporting.
- Will be responsible for non-compliance action that is required per advisement of unit and University mandates.
• Run and compile reports for visa end date, appointment end date, and other reports as requested by HRSC staff. Maintain FML leave balance totals up to date.
- Serve as reminder when employees are due to recertify their documentation.
• Assist with visa processing, including but not limited to assemble and assist with the collection of visa request documentation which includes working closely with HRSC Staff, Department Contacts, scholars, and the ISSS office.
Talent
• Support recruiting and hiring process for all employee types by preparing and submitting hiring workflows as well as setting up and maintaining hrSearch tool.
• Support hiring initiatives by identifying advertising sources and placing jobs ads that will expand the diversity of the pool and fulfill the expectations set by the Office of Access and Equity. Gather and maintain all required documentation.
• Run and send reports including but not limited to hrSearch candidate rankings, diversity of the pool reports, and extra-help hours.
• Schedule committee meetings, candidate interviews, and coordinates travel / logistics needs for each search.
Administrative Support
• Serve as the first point of contact for visitors to the HRSC, either in person or by phone/IM/email and respond to human resources inquiries, escalating complex issues as needed.
• Resolve standard employee requests, referring to appropriate functional area and representatives as needed. Has frequent telephone and face-to-face contact with personnel throughout the units served, as well as with students.
• Compile/maintain information for weekly status reports regarding filled, open, and upcoming AHS/FAA positions as well as on/off boarding, visas, and any personnel items that need relayed to the Deans.
• Order and maintain office supplies.
• Facilitate cooperative and cohesive relationships with staff in the units served by the HRSC.
• Coordinate travel, meals, and meeting arrangements for HRSC staff as needed.
• Assist in calendaring for HRSC staff.
• Other duties as assigned and appropriate.
Additional Physical Demands
This position serves as a primary point of contact in a service center. The incumbent will be interacting with people in-person, over the phone, and via email/IM. The office is located in a public building with classrooms and an indoor track. As such, there are numerous distractions and occasionally loud noises/heavy crowds when track meets are being held.
Minimum Qualifications
1. High school diploma or equivalent.
2. Any one or any combination totaling two (2) years (24 months) from the following categories below:
A. course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
B. progressively more responsible work experience maintaining, monitoring, and/or processing human resource records and reports.
Knowledge, Skills and Abilities
• Demonstrated working knowledge of Excel.
• Demonstrated organizational and time management skills.
• Demonstrated interpersonal and communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• Requires strong attention to detail, good judgement, discretion, and confidentiality.
• Proven track record of customer service.
Appointment Information
This is a 100% full-time Civil Service 2135 - Human Resource Representative position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The previously determined salary range for this position is $48,000-$58,000 with the final salary offer determined through a thorough assessment of these elements.
This is an on-Campus position and not eligible for full remote work. Hybrid work options may be available for this position after an initial training/team building period, but with the requirement that onsite availability may be needed at any time with short notice.
Work authorization is not available for this position.
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
Application materials (cover letter, resume, and three professional references) must be received by 6:00 pm (Central Time) on February 11, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Bobbie Clegg at bjclegg@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, 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1029053
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu