Human Resources Assistant

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Job Summary

The College of Engineering and Applied Science (CEAS) Dean's Office HR Team encourages applications for a Human Resources Assistant! The Human Resources Assistant will serve as professional support within the College of Engineering and Applied Science Human Resources team, and will provide assistance with regard to onboarding/off boarding, recognition programs, events, and training verification, while ensuring compliance with college, university and state policies and procedures. The Human Resources Assistant will also be responsible for working closely with the CEAS Human Resources team on leading special projects. This position formally reports to the Assistant Director of Human Resources in the Dean's Administrative organization.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The CEAS Dean's Office HR Team provides operational support and direction to all CEAS departments and programs and is responsible for ensuring the overall operational effectiveness and efficiency of the college's HR processes. CEAS comprises more than 20 departments, programs, and centers; approximately 375 faculty, and 260 non-faculty employees and growing.

What Your Key Responsibilities Will Be

HR Operations Administration and Compliance Tracking

* Generates offer letter review, tracking and approval process, and maintains special faculty appointments (e.g. chair, director, center directors, named positions) adjusting components of the offer letter as applicable. Collaborates with the college finance team to ensure accurate funding of positions and completion in HCM.
* Conducts training audits and ensures college compliance on a monthly basis. Ensures that mandatory trainings are completed for all new employees by required due dates.
* Administers electronic filing system and conducts quarterly audits to ensure compliance with various federal, state, campus, and college policies or regulations.
* Leads and oversees onboarding processes and standard methodologies across all units (i.e., offer letters, background checks, IRCA, Social Security, payroll and benefits, first week itinerary, collaborate with hiring manager on office set-up). Manages the new hire and onboarding processes in the Dean's Office and BOLD Center.
* Manages the Dean's Office temp hiring process including posting positions, offer letter coordination, onboarding, etc.
* Ensures performance goals and objectives are in place for all new staff personnel. Collaborates with hiring authorities to develop SMART goal-planning, coaching sessions, and processing annual evaluations. Coordinates with the Assistant Director of HR to aid in the performance management review processes.
* Provides new employees with relocation assistance information, moving provider information, and works to ensure a smooth transition to the area in coordination with each unit and supports all onboarding activities.
* Provides guidance and develops SOPs to CEAS departmental HR liaisons regarding onboarding processes and standard methodologies (i.e., offer letters, background checks, IRCA, Social Security, payroll and benefits, first week itinerary, collaborate with hiring manager on office set-up).
* Conducts faculty and staff stay interviews and exit surveys to ensure support of a healthy workforce. Analyze data and provides recommendations of employee programs to enhance employee retention efforts.
* Supports MyLeave needs which might include training, helping students to understand how to submit timesheets, hosting weekly office hours at the beginning of each semester, leave audits, helping with payroll questions, and providing extra support, etc.
* Assists with the off-boarding process including exit surveys, performance evaluation close-out, leave payout, collaborate with hiring manager on office equipment returns, communications; tracks staff resignations.
* Supports the bi-weekly CU Engineering Employee Resources Newsletter alongside the Assistant Director of HR to develop and maintain content, social media content, and college HR branding mediums.
* Updates the CEAS directory and unit organization charts as needed.
* Manages listserves as necessary for staff, faculty, and researchers.
* Manages I-9 verification and documentation liaison and confirms completion within required timeframe.
* Works with Campus HR, the Assistant/Director of Human Resources on college-wide training programs.

Recognition and Procedural Coordination

* Administers all temporary and other faculty appointment offer letters via DocuSign in consultation with the Associate Dean for Faculty Advancement and Senior HR Director (e.g. professional temp, research temp, lecturer, adjunct, adjoint, visiting).
* Verifies signed offer letters are received, tracked and electronically saved in personnel files, verifies background check and training completion; provides advice to unit HR Liaisons of appropriate employment type. Collaborates with the unit HR Liaison or campus HR Service Center to ensure accuracy and timely submission of employee job records in HCM.
* Ensures that offer letters, addendum letters, positions descriptions from departments and programs for all staff and faculty appointments are signed and housed electronically in personnel files; ensures background check and I-9 requirements have been met.
* Prepares materials and maintains roster of quarterly new staff college orientation and onboarding program. Assists with portions of the training during new staff college orientation.
* Works closely with the college HR staff on college staff awards including employee years of service, the Employee Recognition Award and Dedication to Excellence Award programs.
* Oversees accuracy on a quarterly basis of faculty sabbaticals, instructional reappointment, post-tenure reviews, emeritus appointments, retirements, resignations, etc. Maintains records ensuring completion of materials are saved in personnel files.
* Serves as the CEAS liaison to the campus HR Service center; facilitates completion and submission of student hires, professional temporary hires, research temporary hires; confirms all required paperwork is in alignment with procedures and deadlines established by campus and college policies and procedures.

Special Projects

* Performs a variety of related duties as assigned or necessary with independent judgment.
* Undertakes specific administrative projects as requested by the Assistant Dean for Administration or Sr. Director of Engineering Human Resources.
* Assists with keeping policies and procedures on the CEAS website updated.
* Serves as liaison with campus HR centers of excellence, as needed.
* Supports planning and execution of college wide events.
* Supports merchandise orders and distribution.
* Supports the Assistant Dean for Administration and the Sr. Director of Engineering Human Resources with daily requests and queries. Including scheduling, resolving issues, document preparation, and following up as needed. This may include taking and maintain meeting minutes as requested.
* Assembles data and inputs complex and/or confidential reports and correspondence.
* Supports scheduling, logistics and coordination of events and gatherings. This includes placing rentals, catering, or purchasing orders, paying and reallocating expenses, and creating official function forms and obtaining necessary approvals. Event support may also include set up and clean up, as well as occasional work on weekends and evenings.
* Manages orders and tracks general office supplies, equipment, and manages purchases as appropriate according to University rules.
* Meets and greets employees for scheduled appointments and non-scheduled drop-ins.
* Represents the college at various campus-wide and college meetings, as requested by the Director of Human Resources.

Leave Management

* Monitors leave usage and ensures proper accounting and compliance (e.g., paid and unpaid leaves, faculty parental leave, etc.), working directly with Employee Relations and the Office of Faculty Affairs. Requests leave reconciliations/audits as necessary to ensure accurate leave accruals.
* Works with Employee Relations as the administrator for the Family Medical Leave Act (FMLA) process for staff, faculty and research employees in the college and ensures that proper documentation is completed to meet federal regulations.

What You Should Know

We offer professional development funds up to $500 to support career-focused training and development for our staff employees. Learn more about our college awards and excellence programs.

What We Can Offer

The salary range is $50,000 - $60,000. This position may provide relocation assistance.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

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Be authentic. Be engaged. Be Boulder.

What We Require

* Bachelor's degree from an accredited college or university. Equivalent combination of education and experience may substitute.

What You Will Need

* Demonstrated ability to effectively communicate verbally and in writing, informally and formally.
* Excellent interpersonal skills...... click apply for full job details