HR & Fiscal Support Specialist

Apply now Job no: 503806
Position type: Staff Full Time
Campus: UMass President's Office
Department: UMDI - Central Admin
Categories: Administrative & Office Support, Donahue Institute
Advertised: Eastern Standard Time
Applications close:

Primary Work Location:

UMass Donahue Institute, Central Administrative Services Unit

100 Venture Way, Suite 9, Hadley, MA  01035

Normal Work Schedule:

Work schedule consisting of 40 hours per workweek. Hours worked will be within normal business hours. Work performed may require a change in availability at specific times to accommodate for variations in work demands.

Job Summary:

The Central Administrative Services Unit (CASU) provides a wide variety of support services to the business units of the University of Massachusetts Donahue Institute (UMDI), including accounting, human resources, information technology, marketing, business development, and more.

The HR & Fiscal Support Specialist provides a broad range of support with human resource/personnel functions and reports to the Fiscal Services Manager (FSM). The tasks performed by the HR & Fiscal Support Specialist support the Central Administrative Services Unit (CASU) and the nine business units (BU) within UMDI to include: Applied Research and Program Evaluation (ARPE); Civic Initiative; Connected Beginnings Training Institute (CBTI); Economic and Public Policy Research (EPPR); Head Start Program Management and Fiscal Operations (PMFO); Head Start Region 1 Training and Technical Assistance (T/TA); MassHire Greater Brockton Career Center; Non-profit Funding and Fiscal Solutions (NFFS); and Organizational Development and Learning Solutions (ODLS). Primary support tasks will include staff labor allocation processing and monitoring; processing of personnel actions including hiring and terminations; communicating personnel information with UMDI staff; and supporting recruitment and performance evaluation processes. Support is to be provided in an effective, efficient, and discrete manner.

Essential Functions:

The essential functions of the HR & Fiscal Support Specialist include, but are not limited to, the following:

  • Position management system: request creation of new positions and changes to current positions; support periodic audit in PageUp and with personnel actions.
  • Recruitments: coordinate and support hourly employee recruitments, guiding BUs and monitoring processes for consistency; request background check through the HRPO and support follow up as needed; create offer letters; follow through recruitment to point of hire; support recruitment of professional staff including review and edit of position descriptions (PD), guide BUs with recruitment process; communicate regarding external posting sites; function as back-up to FSM as necessary.
  • Time sheets: process time sheet corrections; run queries, to include identification of potential over-time (OT) hours across campuses for hourlies; maintain time sheet files and ensure overall compliance with FLSA for non-exempt employees as assigned.  
  • New hires: request and disseminate employee IDs, identify potential pay-group conflicts and work through to resolution with BU; provide UMDI new hire orientation to new employees, as assigned.
  • Labor allocation: support the overall process of labor allocations; run processes and review for accuracy; perform research using HR Direct and Summit; communicate with BUs regarding labor allocations; create cost transfer justifications; review BU allocation submissions; process labor allocations for admin/fiscal and other staff as assigned; communicate labor allocations as appropriate across BUs; function as back-up to FSM as necessary.
  • Personnel actions: share CASU-generated and CASU-collected documents with BUs (resignations, promotions, pay changes, etc.); support the preparation and submission of appropriate documentation; communicate status changes to HRPO and UMSO, Manager of Central Support Services, and Manager of Technology & Information Systems and Website & Social Media Manager; function as back-up to FSM as necessary.
  • Ad comp: coordinate and support internal and external ad comp processing; communicate with BUs, campuses and UMass President’s Office (UMSO, HR, and Payroll) as appropriate.
  • Graduate students: review and process appointment forms; monitor deadlines for grad student communications; prepare and disseminate grad student status update letters.
  • File Management: audit and maintain current, signed PDs for all staff; keep salary sheets current; maintain personnel action letters (hire, promotion, resignation, change in FTE level, etc.)
  • Annual Performance Review (APR): update and distribute APR forms; provide APR training to staff and supervisors; send reminders, collect and review all APRs for completeness; communicate with Associate Director on progress/delays; provide selections of APRs for review by Executive Director; maintain copies of APRs and submit originals to HRPO.
  • FMLA/ADA/MPPL/PFML (and other HR regulations): assist with connecting staff to HRPO; respond to inquiries regarding accrual balances, support personnel action entry; review time/labor; provide support when BU fiscal staff is on extended leave.
  • eCRT: Support the research of labor certification system questions and responses. Participate in User meetings as needed.
  • Arrange and coordinate in-person and virtual meetings and events. Manage logistical requirements and provide administrative support.
  • Manage production and distribution of resources or materials.
  • Provide organizational support and historical reference by preparing meeting minutes, transcribing, formatting, and maintaining organizational documentation and records.
  • Aggregate and analyze data from multiple systems to inform work of UMDI teams and staff.
  • Monitor supply/service needs and coordinate purchases of goods and/or services, including ordering supplies and obtaining quotes from supply vendors when necessary.

Other Functions:

  • Run periodic roster of all employees for Executive Director.
  • Communicate with CASU and BU staff regarding HR processes, personnel actions, labor allocations and other items having wide-ranging implications.
  • Participate in A&F Team meetings and initiatives.
  • Participate in ongoing CASU fiscal meetings and initiatives.
  • Support other CASU and BU functions during staff absences and for special projects.
  • Support of the STEM (Science, Technology, Engineering and Math) Summit, and other UMDI special projects as necessary.
  • Provide office phone coverage, when needed.
  • Perform other duties as assigned.
  • Perform implementation and provide orientation and training to staff for new and existing technology solutions and collaboration software.
  • Reconcile and manage quality assurance of procard logs and charges. Ensure adherence to University procard policies and procedures.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):

  • Bachelor’s degree, preferably in Human Resources or related field or equivalent.
  • 1+ years working directly in Human Resources, preferably as a generalist.
  • Ability to utilize discretion in handling confidential information and material.
  • Strong knowledge of Microsoft Office products including (MS Outlook, MS Word, MS Excel).
  • Demonstrated ability to understand and learn new financial concepts.
  • Demonstrated strong organization and communication skills.
  • Demonstrated time management and prioritization skills to ensure the meeting of deadlines.
  • Experience in meeting the demands of complex professional environments where timelines and availability of information is considered critical.
  • Ability to work independently and as part of a team.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience):

  • Experience and/or knowledge of human resources processes; automated accounting systems; PeopleSoft; grants and contracts; policies, procedures and regulation of state and federal funding.
  • Must be flexible with the ability to change focus and attention between a wide variety of tasks and responsibilities.
  • Prior experience with organizing and scheduling meetings.
  • High level of comfort when working with new software and technology.

Working Conditions:

  • Multiple hours in stationary position using office equipment and computers.
  • Environment is a busy, collegial office area resulting in multiple interruptions and requests for assistance.
  • Must have flexibility to travel on an as-need basis within Massachusetts to attend meetings and trainings.
  • Must be able to work both independently and as a team member and with varying amounts of support, as project assignments may require.
  • Some transporting of supplies up to 20 pounds. 
  • The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Additional Details:

  • This is a full-time benefited position.
  • No relocation assistance provided.
  • This position may be funded by grants and/or contracts, and is contingent upon funding.
  • Any job offer within the President's Office is specifically conditioned upon the potential candidate consenting to and successfully completing a background review.
  • Potential candidates will not be contacted for interviews until after the posting closes.
  • A skills test is required.
  • Salary range up to $50,000.00

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.