HR & Fiscal Support Specialist
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
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.
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.
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.
- 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.
- 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.
- 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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