HR Specialist

University of Puget Sound Tacoma, WA Full-time Other

Posted on April 2, 2024

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HR Specialist

Job ID
7564

Location
Human Resources Office

Full/Part TimeFull-Time
Regular/TemporaryRegular

Staff Posting Details

Appointment:
Regular, full-time (1.0 FTE)

Position Summary:
As a member of the Human Resources (HR) team, the HR Specialist contributes to the development and implementation of highly effective, integrated human resources in support of the mission and goals of the university. The HR Specialist represents the university positively and professionally with staff, faculty, retirees, colleagues, vendors, students, and the public. The HR Specialist supports other members of the HR team in the implementation of programs, services, and policies.

This position coordinates recruitment and employment programs in support of the university's strategic goals and key objectives and assists the HR Generalist in planning and developing recruitment and employment programs, procedures, policies, services, goals and objectives. The HR Specialist also provides support and backup in other functional areas of Human Resources. In collaboration with HR Generalist, this position will evaluate programs and make recommendations for continuous improvement.

Essential Job Functions and Responsibilities:
Recruitment/employment coordination:

• Completes applicant and posting status updates and finalization activities at close of search.
• Consults with search chairs and committees to establish position-specific search strategies for faculty and staff positions.
- Helps hiring managers to establish search schedules and communicates search status through regular reports.
- Advises about approval, assessment, and selection processes.
- Recommends advertising strategies.
- Reviews, edits, posts, and confirms position announcements and ads.
- May perform initial application screening for service or administrative positions.
- Maintains applicant tracking system with high degree of accuracy. Troubleshoots system, including user security, applicant profile management, tracking of advertising, records management and reporting, application material uploads, and applicant or search status changes.
- Assists and provides support to HR Generalist and Technology Services in researching, recommending, developing, testing and implementing projects and enhancements to improve the efficiency and usability of PeopleSoft recruiting module.
• Maintains applicant tracking system documentation, user guides, and training materials.
• Initiates and follows up on all background checks for university
• Ensures HR Office Coordinator, student staff, and temporary staff are equipped with current knowledge and standard responses for applicant communications.
• Researches and may respond to applicant questions or concerns, and notifies the HR Generalist of applicant questions, concerns, or complaints.
• Works with HR Generalist on budget confirmations and salary offers. Advises search chairs on salary consultations with candidates and verbal offers.
• Prepares appointment letters.
• Receives testing and examination or background check results and coordinates follow-up with HR Generalist, as needed.
• In coordination with HR Generalist, assists with the onboarding of international faculty, including compiling search information and completing materials for work visas.
• Helps ensure currency of employment-related Web pages, procedures, and publications. Recommends design/content for and assists with maintenance of employment-related documents, guides, forms, letters, search chair tools, operating procedures, and other resources. Assists the HR Generalist in maintaining the Puget Sound employment web page.

Data entry:

• Sets up new employee and new job records, enters payroll actions, and configures other system elements.
• In coordination with HR Generalist and HR leadership, works to:
- Sustain and continually assess the effectiveness of the system.
- Test updates and patches with TS, HR team and other departments as necessary.
- Document and maintain PSHCM standard operating policies, procedures and other vital processes.
- Establish and maintain protocols for data input to all PSHCM.
- Audit the PSHCM data for accuracy and data integrity.

Outreach:

• In collaboration with campus colleagues, promotes the university and enhances attraction efforts through participation in external events such as career and job fairs, through contacts in the community, informational interviews, marketing materials, etc.
• In partnership with the HR Generalist and the Office of Diversity and Inclusion, contributes to the university's diversity efforts by recommending and implementing marketing and recruiting programs to access local, regional, and national sources for diverse applicant pools.
• Serves as liaison with external partners including community and government agencies, temporary agencies, search firms, and third-party vendors (JobElephant for advertising).
HR development:
• Supports HR Generalist with onboarding.
• Conducts first-day meetings with new staff members, ensuring that required documents and benefits enrollments are completed. Answers new staff members' questions and/or makes referrals.
• Provides support to leaders and individual contributors with onboarding questions.
• As backup to the HR Generalist, provides support with management and employee relations consultations for routine matters, and conducts exit interviews as needed.

Budget administration:

• Prepares and processes invoices for review and payment by HR Generalist.

Ensuring organizational effectiveness:

• Maintains currency in the human resources profession through professional development.
• Works with the HR team to assess data, analyze trends, and identify methods for continuously improving human resources management at the university.
• Produces documents and reports, which may involve using word processing, database, spreadsheet, reporting, desktop publishing or Web maintenance software.
• Provide backup coverage to the front desk and HR Office Coordinator as needed.
• Performs other duties or projects as needed or assigned.

Qualifications:

• Associate's degree plus one year of human resources experience to include employment-related duties and responsibilities. An equivalent combination of education and related experience to perform the essential functions of the job considered.
• Must demonstrate a strong customer service orientation, and outstanding communication skills
• Ability to organize, analyze, and problem-solve while remaining calm within a fast-paced office environment with frequent interruptions
• Proficient in Microsoft Office and Google Suites
• Ability to effectively communicate and coordinate with colleagues to ensure project success
• Ability to maintain strong attention to detail and to operate efficiently while identifying and handling changing and competing priorities
• Experience with Applicant Tracking Systems
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Compensation and Benefits:
The anticipated range for this position is $24.04 to $25.96. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

-Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
-Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
-Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2024 Benefits for Staff Members in Non-Exempt Positions.pdf (pugetsound.edu)

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline:
Review of applications will begin April 5, 2024. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

University Diversity Statement:

• We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
• We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
• We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.

To apply: https://www2.pugetsound.jobs/psc/HR92PRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=7564&PostingSeq=1

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