Personnel Specialist

Apply now Job no: 514082
Classification:Human Resources Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:UAA College of Health
Location: Anchorage
Categories: Administrative/Personnel, Office/Clerical

Position Summary:

The School of Nursing is seeking applications for a Personnel Specialist. The successful candidate must have great customer services skills, highly motivated, ability to multitask and willingness to learn.

Duties:

10Records Management: • Maintains records for required amount of time, including search committee documents, employee hiring requests as well as adjunct CVs, transcripts, and current Nursing license. • Maintains performance review dates, probationary dates and communicates such dates with Director. • Create and maintain personnel records. • Maintain records of all affiliate appointments. • Maintain records of all adjuncts to make sure they have not gone over the required credits per academic year.Essential
25Faculty Retention: (add AARs and affiliates) • Manages the execution of summer additional assignments, contract extensions and overloads. • Manages the execution of returning faculty and adjuncts contracts including appointment letters, workload agreements, and job forms. • Responsible for preparing request packets for approval to re-appoint term faculty. • Assists with timely execution of notices to non-renew term faculty. • Assists with on-going workload agreements revisions. • Responsible for preparing request packets for approval of affiliate faculty appointments and prepare appointment letter once approved. • Assist with requesting, collecting, and tracking faculty Annual Activity Reports and submit to the Dean’s Office.Essential
5Compliance Management: • Tracks completion of required training for new hires and keep copies of certificates in personnel files. • Track and monitor the completion of annual training such as Title IX, FERPA, or others required by the School/University. • Work with the Compliance Assistant to make sure that background checks, licenses, immunizations, and any other documentation for faculty are current.Essential
5New Hire Onboarding: • Providing an overview on how to submit timesheets and utilize the UAOnline system. • Assisting in coordination for new employee benefits orientation with HR. • Providing information about the University and the School of Nursing and its current employees, (Benefits within University, employee contact lists etc.). • Assist with accessing mandatory training modules. • Helps facilitate office, phone, computer, keys, badge, etc. • Update the Employee Directory on the School of Nursing website. • Update phone directory list and distribute to all School of Nursing employees. • Send Welcome Letter to all new hires.Essential
5Payroll Process: • Setting up time sheet approvers within the system. • Managing all approvers for each employee within the School of Nursing, (updating, adding, removing, ensuring accuracy etc.). • Manages missing, late, incomplete or unapproved time sheets for all employees. • Ensures time sheets are approved on time by supervisors. • Manages reminders for supervisors every pay period. • Acts as a proxy for employees who are unavailable to approve their own time. • Working with payroll for any issues that arise, including direct deposit errors, returned checks, incorrect tax information, general time sheet errors, etc. • Provide paper time sheets for employees. • Assist in questions regarding time sheet submission and FMLA coordination.Essential
50Human Resources/Cost Center Clerk: • Serve as the first point of contact for the School of Nursing regarding HR questions related to hiring, payroll, new hire paperwork, hiring committees and visas/immigration. • Work with COH Faculty/HR Specialist and UA HR to ensure all issues are answered efficiently and correctly. • Leads faculty and staff recruitment activities for the School of Nursing; partners with recruitment committees, Human Resources, Office of Academic Affairs, and COH Faculty/HR Specialist on all phases of recruitment and hiring. • Secures approval to recruit, works with Director to oversee and advise on process and quality issues related to the creation of Position Descriptions, Job Posting, Advertisement, and Screening Tools. • Provide administrative support and advising on all search committees. • Arrange and assist with the coordination of campus visits for faculty recruitments which includes working with the Fiscal Manager on travel, prepare agenda, technology equipment, logistics, and transporting to/from locations. • Serve as the focal person at the School of Nursing for the collection and dissemination of information about HR processes/procedures/guidelines. • Responds to internal and external HR related inquiries or requests and provides assistance. • Responsible for the quality of requests for approval to hire, performs analysis of initial salary placement and ensures the consistent and appropriate application of Board of Regents Policy and Procedures as related to recruitment activity including documentation, hiring practices and the generation of appointment letters and job forms. • Manages the execution of hiring practices and the generation of new faculty, staff, adjuncts, temporary and student workers, including workload agreements, appointment letters and hiring paperwork. • Keeps track of re-appointments and/or extension of term faculty, staff, temporary and student hires, and prepare appointment letters and job forms. • Keeps the Director apprised of all recruitment and hiring activity. • Process employee termination and collect keys and final timesheet as well as any other items such as computer equipment, procard, parking permit tag, and badge. Remove access to any shared files and access to building, offices, and classrooms.Essential

About the School of Nursing:
As a partner in shaping health care of Alaska, the University of Alaska Anchorage School of Nursing (SON) educates students for current and future roles in local, state, national, and worldwide arenas, as well as for productive citizenship, personal growth, and professional nursing practice.

SON offers:

  • Associate of Applied Science in Nursing (AAS)
  • Bachelor of Science in Nursing Science (BS), with both a pre-licensure option and a registered nurse option
  • Master of Science in Nursing (MS), with options in Family Nurse Practitioner (FNP), Psychiatric-Mental Health Nurse Practitioner (PMH-NP), and Nursing Leadership (NLDR, with options in nursing education or administration)
  • Graduate Certificates (GCs)
    • Family Nurse Practitioner (FNP)
    • Psychiatric Mental Health – Nurse Practitioner (PMH-NP)
    • Nursing Education
  • Doctor of Nursing Practice in Nursing Science (DNP)

OUR STRENGTHS:

  • Collegial environment with talented faculty and staff
  • Vibrant academic and professional programs
  • High level of industry support, with excellent record of securing external funds
  • Strong commitment to student success
  • Exceptional partnerships with Alaska’s health care industry
  • Highly respected, both on and off campus
  • Beautiful and comfortable workspace in Alaska’s largest university (20,000 students)
  • Amazing recreational opportunities in one of best cities in the United States (pop. 300,000)

Position Summary:
Candidate is the point of contact for the School of Nursing related to personnel, recruitment, payroll, processing new hire paperwork, onboarding of new hires, maintaining personnel files/records, providing information to a variety of internal departments, and monitoring timelines and assigned processes. A successful candidate must understand the importance of diplomacy, confidentiality, and apply the appropriate standards.

Knowledge/Skills/Abilities:

  • Strategic thinking and skillful management.
  • Excellent written and verbal communication skills.
  • Knowledge of database software such as Excel and ability to create basic database, input data and create reports.
  • Excellent interpersonal and public relations skills to work well with a diverse population.
  • Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity.
  • Excellent organization detail and prioritizing skills with the ability to multitask and work under the pressure of constant deadlines.
  • Ability to contribute constructively to the University's mission.
  • Demonstrates the ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
  • Demonstrated ability to be successful in a team environment, to think analytically through complex HR and business issues.
  • Advanced skills in MS Office (Excel, Word, SharePoint, PowerPoint).
  • Ability to analyze and implement improvements.
  • Ability to comprehend written material, interpret and apply complex policies, rules, and regulations.

Preferred:

  • Knowledge of university services, activities, policy and procedures, including FERPA.
  • Working knowledge of Banner and PageUp.

Required Experience:
Three years of progressively responsible office/administrative experience.

Education/Training:
Some college coursework and one year experience related to program specialty, or an equivalent combination of training and experience; OR three years of progressively responsible office/administrative experience.

Salary:  $21.59/per hour

Assignment Information:
Non-Exempt (hourly), Grade 77, Full-Time, 12 months per year, and full employee benefits package (https://www.alaska.edu/jobs/benefits/)

Application Procedure:
To be considered for the position, applicants must upload the following documents to their online application:

  • Cover letter highlighting qualifications that meet the specific requirements of this position
  • Resume
  • Names and contact information of three professional references

Review Date
A review of the applications will begin on December 9th, 2019.

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

Non-Represented Staff (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.

At-Will:
Pursuant to Board of Regents’ Policy 04.01.055.B, temporary, extended temporary, adjunct, student, casual labor, regular new hire probationary employees, and those positions designated by the presidents as officers and senior administrators of the university are employed at-will.

Tobacco-Free Campus:
UAA Campus is a tobacco-free campus.  For more information, please go to: http://www.uaa.alaska.edu/tobaccofreecampus/

Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution.  The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment.  Contact information, applicable laws, and complaint procedures are included in UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination.

Advertised: Alaskan Standard Time
Applications close:

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