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College of Fisheries and Ocean Sciences HR Coordinator

University of Alaska

This is a Full-time position in Juneau, AK posted March 31, 2021.

If you would like to be a part of an organization that has a strong history of regional and world-class research, excellent graduate education, and outstanding service to the State and the Nation, then the College of Fisheries and Ocean Sciences is the place for you. Currently we are accepting applications for a Human Resources Coordinator. Consistent with our peer academic units, CFOS offers a supportive work environment where success is shared and challenges are embraced as a team. This role has the flexibility to be based at a UAF campus or remotely within Alaska.Duties:40R/V Sikuliaq Support: Provide expertise, guidance and management on HR related processes as they pertain to R/V Sikuliaq crew and personnel. Assess, provide recommendations and consult with CFOS leadership and UA HR on complex issues as it pertains to the operations of the vessel (i.e compensation issues, direct appointments, emergency hires, policy adherence and management of Title IX compliance within UAF guidelines and the US Academic Research Fleet). Ensure compliance with existing personnel and payroll exemptions and act as a change agent to request future adjustments as programming dictates. Lead and direct bi-weekly HR Meetings with SMC leadership and the Marine Personnel Coordinator. Create, edit and update documentation as required for the NSF Business Systems Review on regular intervals and as requested. Train the Seward Marine Center administrative staff on recruitment procedures and expectations and ensure compliance. 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 CFOS 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. Faculty Services: Coordinate the faculty workload process with CFOS leadership. Provide faculty services support for sabbaticals, faculty promotion and tenure, pre-tenure, post-tenure evaluation and review processes for the Dean, as needed. Coordinate the collection of data for faculty files, communicate with faculty and review committees regarding process, develop schedules and supporting materials for the Dean’s review, support the Dean’s efforts to conduct processes within the University and collective bargaining agreement guidelines and timelines. Prepare CFOS faculty contract letters in coordination with the Assistant to the Dean. Facilitate and process J-1 and H1B visa applications and renewals for postdoctoral and faculty position candidates.Essential60Administrative/HR Management: Under the direction of the Executive Officer for the College of Fisheries and Ocean Sciences, 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 College of Fisheries and Ocean Sciences. Serve as a member of the CFOS executive management team and participate in regular team meetings to manage and document CFOS initiatives and activities. Serve as liaison between: 1) senior management and faculty/staff/students and 2) between College and UA departments and 3) between CFOS departments (most of which are similar to satellite sites) and main campus. Provide guidance and mentoring on all HR related items to the CFOS PPA’s and Administrators who assist with HR functions for Alaska Sea Grant, the Fisheries Division, the Kodiak Seafood and Marine Science Center, the Seward Marine Center and the Marine Advisory Program. Provide expertise related to departmental HR processes, needs, and policies. Identify and implement process and procedural constructs for the CFOS consisting of 5 main geographically dispersed units. Serve as the primary HR lead for all R/V Sikuliaq 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. Manage recruitment process for the College, 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, adjunct and student hires for the College. Counsel and advise the CFOS Dean, Executive Team, SMC 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 Dean 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 issues.EssentialThis recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.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). Research and advise on issues related to employee and labor relations. Analyze and manage data; prepare reports as directed by the CFOS Management Team. Ability to serve as a liaison between senior management and faculty, staff, and students. Provide support for compensation and benefits programs including monitoring family medical leave timelines/schedules. Provide training to, and act as 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. Demonstrated proficiency with Microsoft Office Suite, HRIS systems, BANNER, internal company software).Required Education and Experience:Associate’s degree and two years progressively responsible experience related to Human Resources, or an equivalent combination of training and experience.This is a full-time, Grade 78, minimum $23.84/hr, DOE, 12-month position complete with a competitive salary and UA employee benefits package.Applicant Instructions:Interested applicants must apply online. If you need assistance applying to this posting, please contact the UA Human Resources Office at (907) 450-8200 .Required Applicant Documents:Interested applicants should submit the following documents:Brief Cover Letter (one page)ResumeContact information for three professional references (address, email and phone number)Review Date:Applications must be received no later than Sunday, April 4, 2021 by 11:55 PM Alaska Standard Time to ensure consideration.Reasonable Accommodation Statement:The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.Affirmative Action Statement:UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: 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. University of Alaska campuses are Tobacco-Free.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 University of Alaska HR at 907-450-8200.Advertised: 24 Mar 2021 Alaskan Daylight TimeApplications close: 04 Apr 2021 Alaskan Daylight Time