IAB-HR Manager

Apply now Job no: 518403
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Institute of Arctic Biology
Location: Fairbanks
Categories: Administrative/Personnel, Human Resources, Office/Clerical

Position Summary:

If you enjoy problem-solving in a high-paced, constantly evolving, and supportive work environment where success is shared and challenges are embraced as a team, then look no further. The Institute of Arctic Biology (IAB) is looking for an experienced and dynamic person to join our Administrative team to provide superior, timely, and accurate customer service to a diverse group of world-class researchers. The HR Manager works under the direction of the IAB Executive Officer to perform a wide variety of complex administrative and support duties requiring considerable independence and discretion. This is a full-time position that will be on the University of Alaska Fairbanks campus.

Duties:

40%Toolik Field Station Support: Toolik Field Station (TFS) is a world-renowned Arctic climate change research station located in the northern foothills of the Brooks Range. This remote field camp is operated by IAB with cooperative agreement support from the National Science Foundation. The TFS operates year-round and can house over 100 researchers. This position provides expertise, guidance and management on HR related processes as they pertain to Toolik Field Station crew and personnel. Assess, provide recommendations and consult with IAB leadership and UA HR on complex issues as it pertains to the operations of the field station (i.e. compensation issues, direct appointments, emergency hires, policy adherence and management of Title IX compliance within UAF guidelines). Ensure compliance with existing personnel and payroll exemptions and act as a change agent to request future adjustments as programming dictates. HR Coordination: Oversee unit human resources administration to include transaction and payroll processing, monitoring employee timesheets, updating job records and labor distribution changes and managing departmental personnel files and HR records. Facilitate employee onboarding process. Initiate Work Outside of Alaska requests and monitor for completion. Maintain internal tracking to allocate timelines for Work Outside of Alaska and Telecommuting Agreement renewals. Process employees through termination workflow and ensure that all required associated documentation is completed and sent to UA HR (i.e. resignation letters, notice of non-renewal/layoffs, etc.). In conjunction with IAB Management, draft department memo documentation for layoffs and non-renewals per BOR Policy and Regulations and established procedural guidelines. Provide expertise related to departmental HR processes, needs and policies. Ensure HR related data is easily identified, communicated, and accessible to college administrators, managers, personnel and others for reporting and decision-making purposes. Facilitate and process J-1 and H1B visa applications and renewals for staff, postdoctoral and faculty position candidates as required. Serve as IAB's contact for VISA and immigration issues for new and current staff. Serve as liaison and coordinator between UAF offices (i.e. UAF Office of International Programs) and College administration and unit personnel, to ensure timely execution of forms, applications, etc. Facilitate green card processes in conjunction with the Institute, including coordinating UA, unit, and legal office personnel. Coordinate, guide, or train IAB personnel in USCIS issues, to ensure efficient operations of immigration issues. Ensure recruitments are executed in compliance with USCIS regulations. Research, troubleshoot, and summarize odd or unique visa and similar issues involving foreign visitors and workers. Faculty Services: Coordinate the research faculty workload process with IAB leadership. Provide faculty services support for sabbaticals, faculty promotion, and evaluation and review processes for the Director, as needed. Coordinate the collection of data for research faculty files, communicate with faculty and review committees regarding process, develop schedules and supporting materials for the Director’s review, support the Director's efforts to conduct processes within the University and collective bargaining agreement guidelines and timelines. Prepare IAB research faculty contract letters in coordination with the Assistant to the Director. Coordinate with CNSM, Biology and Wildlife Department, and Provost Office on tenure-track faculty assignments, workloads, contract letters, etc. Coordinate the collection of data for faculty files for all IAB/CNSM joint faculty.Essential
60%Administrative / HR Management: Under the direction of the Executive Officer for the Institute of Arctic Biology, perform a wide variety of complex administrative and support duties requiring considerable independence and discretion. This position serves as a lead for all human resource processing for the Institute of Arctic Biology. Serve as liaison between: 1) senior management and faculty/staff/students and 2) between IAB and UA departments and 3) between major IAB programs (such at Toolik Field Station, CANHR, INBRE, AKCFWRU, etc.) and main campus. Provide guidance and mentoring on all HR related items to the IAB Staff and Administrators who assist with HR functions for the Toolik Field Station, Alaska Cooperative Fish and Wildlife Research Unit, Center for Alaska Native Health Research (CANHR),the Alaska Geobotany Center, the Bonanza Creek Long-Term Ecological Research program, Alaska IDeA Networks for Biomedical Research Excellence (INBRE), and the Center for Transformative Research in Metabolism. Provide expertise related to departmental HR processes, needs, and policies. Identify and implement process and procedural constructs for IAB’s multiple programs. Serve as the primary HR lead for all Toolik Field Station personnel, compensation and employee relation matters. Provide expertise to unit administration, faculty and supervisors for all facets of Human Resources. Advise administration regarding personnel issues by reviewing BOR, CBA and networking with UA HR to ensure policy and legal compliance. Provide advice and guidance to supervisors and employees on matters of conflict. Act as a resource for supervisors starting the disciplinary process to ensure proper documentation and communication; advancing issues to UA HR that move beyond basic employee improvement. Assist with development and submission of position descriptions, job posting requisitions, and recruitment screening materials. Manage recruitment process for the Institute of Arctic Biology, including high-level recruitment; particularly faculty, department directors, and other high profile or complicated recruiting and review to ensure accuracy. Serve as HR approval authority for temporary and student hires for IAB. Provide training on myUA/PageUp software to hiring managers and search committee members as needed. Counsel and advise the IAB Director, Executive Team, Toolik Field Station leadership, and search committee members on recruitment activities to include assuring legal hiring/selection practices are adhered to. Research and provide compensation data to the Director or appropriate hiring authority based upon internal equity and external market data as a guide for salary placement. Ensure new policies and procedures are implemented both departmentally and by staff as required. Work with UA HR to facilitate implementation and to help resolve issues related to new policies. Assess and problem-solve, manage, and coordinate payroll issues, including compensation error, bonus pays, and leave issuesEssential

UAF COVID Requirements:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption by January 18, 2022, or before their start date if after January 18, 2022.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contracts.

Knowledge/Skills/Abilities: 

  • Possess the ability to manage and lead in a specialized administrative area and effectively communicate with diverse stakeholders.
  • Ability to prioritize multiple tasks and apply University, federal, and state regulations in payroll and human resources functions.
  • Knowledge of payroll and personnel procedures and the ability to decipher and apply regulations.
  • Knowledge of electronic spreadsheets, databases, and word processing applications.
  • Ability to work independently and demonstrate strong analytical and problem-solving skills.
  • Ability to self-direct training to address diverse HR matters.
  • Ability to manage and facilitate all aspects of the recruitment processes including advertising, assisting with candidate evaluation, screening applications, and referral(s).
  • Ability to research and provide advice on issues related to employee and labor relations.
  • Skills to analyze and manage data; prepare reports as directed by the IAB Management Team.
  • Ability to serve as a liaison between senior management and faculty, staff, and students.
  • Ability to provide support for compensation and benefits programs including monitoring family medical leave timelines/schedules.
  • Experience providing training to, and acting as a liaison for, unit personnel requiring human resource/payroll technical assistance/guidance.
  • Must communicate effectively verbally and in writing and have excellent interpersonal skills.

Preferred: Working knowledge of UA Personnel/Human Resources policies, procedures, practices, as well as State of Alaska and Federal regulations (i.e. EO, ADA, FMLA, FLSA, Workman's compensation). Knowledge of collective bargaining agreements. Knowledge of international visa requirements and procedures. Proficient knowledge of interfacing software, including knowledge of reports and querying of data. Previous work experience with Banner HR or other automated HR information systems, preferred.

Preferred: Professional Human Resources Certification and/or training in mediation. Experience in an environment related to research or a sciences field.

Required Education and Experience: 

Associate’s degree preferably in Human Resources Administration, Public Affairs, Psychology, Sociology, or another relevant field of study and two years of experience in HR position and/or an equivalent combination of office management training and experience, and two years progressively responsible experience related to Human Resources, or an equivalent combination of training and experience.

As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

UAF COVID Requirements

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption by January 18, 2022, or before their start date if after January 18, 2022.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contracts.

Application Process:

To ensure consideration, please apply prior to the review date.

To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application.  Please submit your application no later than 12/6/2021 at 11:55 PM Alaska Time.  The review of this posting will start on 12/7/2021. This posting will be closed once it is filled.

To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

If you need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-6498. 

Applicants needing a reasonable accommodation to participate in the application and screening process should contact the UA Human Resources office at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact GI HR at 907-474-6498.

Advertised: Alaskan Standard Time
Applications close:

Back to search results Apply now Refer a friend

Share this:

| More

Join a job pool or contact Human Resources

Hiring units such as departments, may wish to establish a pool of individuals who are qualified for positions. These pools are ongoing, meaning they do not have closing dates and accept applications on an ongoing basis.



University of Alaska Anchorage

Join Our Job Pool

University of Alaska Fairbanks

Join Our Job Pool

University of Alaska Southeast

Join Our Job Pool

University of Alaska System

Join Our Job Pool