Human Resources Assistant - 18807
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INTRODUCTION:
The Department of Human Resources and Diversity in the Division of Administrative Affairs at the University of Wisconsin-Whitewater seeks a Human Resources Assistant ( HR Assistant, HR007).
JOB DUTIES:
Position Summary: Under the general supervision of the HR Generalist and HR Manager this position serves a wide spectrum of human resources activities including, but not limited to: managing the hiring process for campus student workers (about 4000 a semester) and UW - Whitewater Camps, and oversight of student hours under the Affordable Care Act (ACA). This position also provides information and assistance to UW-Whitewater employees and the general public regarding hiring, payroll procedures and policies.
Demonstrate exceptional customer service by establishing and maintaining effective professional relationships with managers, supervisor, coworkers, and all customers. Maintain confidentiality of sensitive information with tact and discretion. Use effective team skills to contribute to the efficient operation of the work unit. Present ideas, carry out assignments, and provide information as required.
55% A. Student Hiring:
- Responsible for the HR function of hiring student employees at UW-Whitewater ensuring all necessary documents are received and entered in a time manner.
- Receive, review and interpret hire and change requests sent by departments/supervisors for student employees.
- Hire student workers and enter employment information into HRS.
- Address work flow problems by collecting and analyzing information and recommending a course of action to improve processes.
- Provide guidance to student workers in the HR office to assist with the hiring process and serve as a mentor.
- Develop working relationships with student supervisors and provide guidance and training for student hiring processes.
- Using the principles of the LEAP project assist student supervisors with position descriptions, bench marking and student employee evaluations and feedback.
- Serve as a representative on the Student Employment Advisory Council.
30% B. University of Wisconsin-Whitewater Camps:
- Oversee and be responsible for the HR functions for UW-Whitewater’s Camps.
- Receive, review and interpret hire requests sent by departments/supervisors for student and non-student camp employees.
- Enter students and non-student camp workers into HRS.
- Help monitor and audit HR Camps hiring and payroll.
- Continue to work with departments to improve and develop camp worker hiring procedures & policies that aim towards an efficient and streamlined process.
- Develop and produce annual summer camp report.
- Develop and maintain camp employee tracking reports to be shared with departments and the Director and Assistant Director of HR&D.
10% C. ACA Compliance for Student and Camp Workers:
- Develop and maintain a procedures and tracking system to ensure student and camp workers stay within the legal limits of hours worked as directed by the ACA and UW System policy
- Communicate with departments the policies and procedures for following the ACA guidelines to ensure compliance.
- Share hour’s reports with departments and HR&D Director and Assistant Director to show progress compliance and potential problems.
- Develop communication strategies for relaying information to students and student supervisors when ACA hours are met. Communicate solutions to student supervisors to ensure they understand options that will allow for their unit to achieve its work goals
5% D. Miscellaneous Duties:
- Serve as backup to the Program Assistant Confidential and HR Assistants
- Act as back-up supervisor to Office of Human Resources’ student employees
- Support the CHRO, Deputy CHRO, HR Assistants and Payroll as needed.
- Other duties as assigned
QUALIFICATIONS:
Minimum Qualifications:
- Associate’s degree or 3 years relevant experience
- Customer service experience that involves interpreting, applying, and communicating organizational processes and policies to internal and external stakeholders
- Experience providing administrative support (e.g. maintaining files and/or records, drafting correspondence, assembling materials
- Experience with database, spreadsheet and word processing software such as Microsoft Access, Excel and Word to create and manage reports, memos, etc to be used in a professional setting
- Demonstrated ability to plan, establish priorities and organize varied and complex tasks
- Excellent oral and written communication skills
Desired Characteristics:
- Bachelor’s degree
- Knowledge of employment laws and regulations including Federal, State of Wisconsin, UW System and UW-Whitewater policies and procedures
- Knowledge of UW-Whitewater and UW System Human Resources and payroll policies and procedures
- Understanding of Federal and UW System of ACA guidelines and laws
- Experience working with Human Resources Information System (HRS)
Knowledge Skills and Abilities:
- Ability to identify and resolve problems in a timely manner and gather and analyze information skillfully
- Ability to identify and resolve problems in a timely manner and gather and analyze information skillfully
- Ability to work in a team setting as well as work independently to accomplish work in a timely and efficient manner
- Ability to develop professional working relationships both within HR&D, UWW campus and UW System wide
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
CAMPUS INFORMATION:
Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.
The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.
UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
COMPENSATION AND BENEFITS:
Well-qualified candidates can expect a salary commensurate with the candidate’s education, related experience, and qualifications.
UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.
TO ENSURE CONSIDERATION:
Applications received by October 10, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.
For questions regarding this position, please contact:
Kai Instefjord,
HR Manager
262-472-1024
HOW TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter
- Resume
- Name and contact information for three professional references
This Job ID is 18807.
Application Link: click here and type in the Job ID: Application
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