Senior Departmental HR Associate

Job Posting Title:

Senior Departmental HR Associate

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Hiring Department:

Applied Research Laboratories

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

Purpose

Seeking a candidate with a strong background in Operational Human Resources (onboarding/offboarding/benefits) and an enthusiasm for employee experience and a proven history of extraordinary customer service to be an integral part of the ARL HR Operations department of the Applied Research Laboratories.   The ARL HR Operations department (HRO) operates in collaboration with the ARL HR Strategies department (HRS), and both departments report to ARL’s Assistant Director, HR Programs and Strategic Communications. Applied Research Laboratories is a DoD University Affiliated Research Center at The University of Texas at Austin. We are located on the Pickle Research Campus in North Austin, and our Executive Director reports to the Vice President for Research.  Through fundamental research, innovative science, and applied engineering, ARL:UT makes significant contributions in support of national security. 

Responsibilities

• Complete tasks related to new employee onboarding and administration, including assisting HR Coordinator in preparing and making offers for staff and student positions as needed in accordance with approved internal hiring documentation and relaying all pertinent requirements both verbally and in writing, with offer letters tailored to the specific position. Maintenance of all supplies needed for onboarding preparation including folders, benefits books and swag for onboarding.  Processing and ownership of pre-hire processing in both Workday and IRIS (internal database).  Subject matter expert on UT processes related to onboarding including I-9 and background checks. Maintain all relevant databases with attention to detail and accuracy. Maintain onboarding schedule and coordinate exceptions as needed.  Ensure that all required documents are received after onboarding including the supervisor checklist and acknowledgement of onboarding task completion.  Monitor and review onboarding tasks in Workday to ensure all are completed.  Follow up with new employees on both ARL specific tasks as well as Workday tasks.
• Responsible for coordinating audit results and corrections in IRIS and Workday maintaining all data with impeccable accuracy and to ensure ARL HR data integrity. Reviewing and entering and tracking student data (both for student employees and staff educational programs).  Maintain knowledge of all related ARL educational programs policies to assist as needed with some program administration.   
• Process employee terminations.  Correspond with exiting employees, prepare exit documents, finalize exit documents, and close out employee file. Process Workday and IRIS entry while being cognizant of UT payroll deadlines. Coordinate exit security briefs with ARL's Security Office. Serve as backup to HR Coordinator for exit check outs. Responsible for maintaining schedule of offboarding employees and ensuring that any payroll issues get addressed due to unexpected departures with little or no notice.

• Maintain knowledge of all UT Austin and ARL HR resources and direct employees as needed to campus departments or ARL HR SME’s.
• Serve as backup to the HR Coordinator for departmental orientation (UT-mandated and ARL-specific), including UT Benefits orientation. Answer employee questions about documentation requirements for initial enrollment, changes in status, and annual enrollment.
• Responsible for working with government investigators to verify and track investigator inquiries received by mail, phone, fax, and in person while maintaining ARL HRO requirements for the release of that information.
• Perform all job functions with professionalism and due diligence, producing the highest quality of work, including relaying accurate information and fostering consistent collaboration across all ARL HR areas. Provide and accept thoughtful, objective, open-minded, and insightful input and guidance in daily interactions with all ARL HR staff members. Collaborate on solutions; recommend and/or prepare documentation, spreadsheets, and presentations to provide information, analyze trends, or support ARL HR recommendations. Remain adaptable to new types of HR responsibilities at a department level.
• Other related functions as assigned.

Required Qualifications

• High School graduation or GED.
• Seven years of administrative experience including some related HR experience.
• Demonstrated ability with Microsoft Office Suite.
• Impeccable data entry and quality control verification of entries.
• Highly skilled in tracking and prioritizing daily tasks.
• Some experience with web-based HR applications, such as Workday or a similar HCM system, and ability to adapt to new systems.
• Demonstrated high level of accuracy and attention to detail.
• Demonstrated knowledge of current HR processes, forms, and typical hiring procedures (I-9, background checks, degree verification, etc.).
• Ability to reach out to ARL HR SMEs as needed for clarification of processes and procedures as well as the demonstrated ability to pivot with new procedures and processes to improve office efficiency or data accuracy.
• Excellent interpersonal, customer service, and communication (written and verbal) in order to convey information with all ARL HRO customers.
• Relevant education and experience may be substituted as appropriate.

US Citizen: Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position. 

Preferred Qualifications

• Bachelor's degree in HR or related discipline.
• Experience working in a busy human resources office with frequent interruptions.
• Workday experience specifically with HR functions such as onboarding and offboarding.
• Demonstrated knowledge of UT policies, administrative forms, and benefits. 

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Please mark "yes" on the application question that asks if additional materials are required.  Failure to attach all additional materials listed below may result in a delay in application processing.

Visit our website (www.arlut.utexas.edu) for additional information about Applied Research Laboratories.

UT Austin offers a competitive benefits package that includes:  
·    100% employer-paid basic medical coverage 
·    Retirement contributions  
·    Paid vacation and sick time 
·    Paid holidays 
Please visit our Human Resources (HR) website  to learn more about the total benefits offered.

Salary Range

$52,000-$58,000+/negotiable depending on qualifications.

Working Conditions

• Standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Possible weekend, evening and holiday work
• Possible interstate/intrastate travel

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.