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Academic Wage-Salaried: HR Support Services Specialist

Oregon State University

Oregon State University

Department: Univ Human Resources Central (XHR)

Appointment Type: Academic Wage

Job Location: Corvallis

Recommended Full-Time Salary Range: $46,000 - $54,000

Job Summary:

The Office of University Human Resources (UHR ) is seeking a salaried Academic Wage: Human Resources Support Services Specialist. This is a full-time (1.00 FTE ), 12-month, fixed-term position.

This position will be used to backfill for those in UHR supporting the Administrative Modernization Project (AMP ) and is anticipated to last for one to two years; however, staffing needs may dictate flexibility in the appointment’s duration.

The HR Support Specialist is an integral member of the HR Service Center team and University Human Resources (UHR ) providing quality services to members of the OSU community. The HR Service Center teams are currently housed on the main OSU campus in Corvallis, Oregon.

The HR Support Specialist is part of a team that provides service to the academic, teaching, research, and administrative customers of the university. The HR Support Specialist is responsible for performing Human Resources (HR) responsibilities, including, but not limited to processing job and employment terminations, making leave adjustments, managing transactions through a software ticketing system, HRIS data entry, auditing and data management, and assisting diverse groups of units/employees with job change activities throughout the life cycle of the employee.

The HR Support Specialist performs customer service, data entry, and processingrelated duties.

The HR Support Specialist serves as a resource regarding state, federal, and University rules, policies, and procedures in areas assigned. The HR Support Specialist works independently under general guidance from the supervising HR Support Services Supervisor, Associate Director or Executive Director.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

60% – MANAGING EMPLOYEE JOB CHANGES & JOB /EMPLOYMENT TERMINATIONS :

• Processes employee/employment change activities and actions for all job and position types: classified, academic faculty, professional faculty, and short-term appointments (temporary and academic wage)
• Prepares appointment letters, generates pay changes, processes supervisor updates, and FTE changes based on customer and unit/department requests utilizing ticketing software and HRIS Processes employee resignations and employment terminations respectfully and consistently, regardless of the situation or employee background.
• Collaborates with employee, supervisor, the Benefits team, and Payroll to complete termination process by confirming final check delivery status, updating mailing address (if needed), reviewing timesheet for completion and adjusting leave balances, as needed.
• Establishes and/or updates Banner records needed to record changes throughout the employee life cycle.

20% – SYSTEMS & RECORDS MANAGEMENT :

• Manages ticket system daily for task assignments including prioritizing requests fairly, coding new tickets; reviewing tickets for duplication; ensuring that tickets are processed timely, and deadlines are met. Promotes an environment where employees feel comfortable submitting and communicating requests.• Scans/ uploads documents pertaining to employee changes throughout the life cycle into UHR document management system. Oversees retention of employee-related records in a variety of formats. Ensures compliance with policies, rules, and regulations.
• Composes correspondence and/or draft responses for routine Human Resources matters, considering individual circumstances and utilizing inclusive language in all correspondence. Using fixed-term letter database or UHR models/templates, creates notice of appointments, distributes to units, and scans/uploads into UHR document management system. Reports issues and recommends improvements as needed.

5% – MONITORING AND AUDITING :

• Under supervisory direction, reconciles HRIS data and other HR functions related to assigned area of responsibility according to University Human Resources (UHR )guidelines and protocol. Takes necessary action to correct issues or escalates to supervisor, as appropriate.
• Audits and reconciles timesheets on a monthly basis. Adjusts timesheets as needed. Responds to employee-related requests for information such as leave balances and paycheck information. Reconciles and researches leave balances.

5% – COLLECTIVE BARGAINING :

• Under the direction of University Human Resources, supports the strike planning process including collecting and organizing department strike plan information from assigned customers(s) for management and attending confidential meetings for strike planning and preparation.
• In the event of a strike, represents management’s interests by assisting units with resource planning and staffing, and assists with records administration activities (for example, time and leave recording and auditing) as part of the University strike plan.

5% – TRAINING AND PROFESSIONAL DEVELOPMENT :

• Participates in the training and development of others (new members of the HR Support Services team as well as new unit/department HR liaisons). This includes integration activities for new UHR employees and procedural and transactional training for departmental/college employees.
• Maintains professional and technical competency for self. Stays current on new policies, procedures, and regulations.

5% – OTHER DUTIES :

• Completes other duties as assigned by Supervisor or Service Center leadership. Participates on committees and work groups as applicable.

What You Will Need

A Bachelor’s degree in Human Resources Management, Personnel Management, Industrial Relations, Business Administration or a related field, and two years of professional level Human Resources experience OR Valid certification as a Professional in Human Resources awarded by the Human Resources Certification Institute (HRCI ) or the Society of Human Resources Management (SHRM ) and three years of professional level Human Resources experience OR Four years’ experience providing administrative support in program administration, including demonstrated ability for the following:

• Detail-oriented, excellent organizational skills, proactive and accustomed to meeting deadlines;
• Proficiency in data entry and records data from electronic and hard copy source materials into system(s) using an electronic keyboard or optical scanner;
• Organizational skills with the ability to prioritize multiple tasks and complete projects under deadline pressure, and the ability to identify situations that may need further research and/or escalation to supervisor.

User-level experience with the following software: Database and reporting tools, Windows-based software, and Microsoft Office applications: Word, Excel, and PowerPoint.

Required Knowledge, Skills, and Abilities

• Ability to analyze complex and sensitive issues and situations through an inclusive lens, identify alternative solutions, forecast consequences of proposed actions, consider how proposed actions may impact diverse groups and anticipate potential biases, and propose effective course of action.
• Experience working in a diverse, fast-paced customer-oriented environment. Demonstrated ability to recognize the unique needs of diverse groups of customers and provide high-quality, timely, customer-oriented services in a highvolume work environment.
• Ability to effectively collaborate and build relationships with diverse groups of key stakeholders.
• Demonstrated commitment to inclusiveness, collaboration and teamwork across all levels in the colleges and central administration.
• Demonstrated human relations and effective communication skills in a diverse team environment.
• Demonstrated ability to work independently and resolve problems in a fair, equitable, unbiased manner.
• Strong written and oral communication skills, including the ability to utilize inclusive language.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• User-level experience with Administrative database-SunGard Higher Education Banner(HRIS module).
• Experience using an electronic records imaging system.
• Experience working in a fast-paced customer-oriented environment.
• Experience performing duties in human resources management in an institution of higher education, or comparable environment.

Working Conditions / Work Schedule

This position will primarily adhere to a normal business schedule of 8:00 am to 5:00 pm (M-F) on the OSU campus and may occasionally work away from the primary work site. Will be expected to work beyond the normal schedule when necessary to meet deadlines and perform other critical work.

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:
1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact: Daniel Mahoney at daniel.mahoney@oregonstate.edu

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/6058507

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