Title: Senior Employment Assistant
Division: Finance and Administration
Department: Human Resources
FLSA Status: Non-Exempt
Salary Range: Grade 8: $17.61/hour
EEO Job Group: 5 E5

POSITION SUMMARY

The Senior Employment Assistant is responsible for processing and maintaining employee information in the Human Resource Information System and providing administrative support for the employment area of Human Resources.

REQUIRED KNOWLEDGE AND SKILLS

High school diploma/GED required.

• Three years office experience or an equivalent combination of education of experience required.
• Must project a positive, professional demeanor with outstanding customer service orientation.
• Effective written and oral communication skills required to receive and respond to inquiries.
• Ability to effectively work in a team environment, building relationships with HR staff and with other University staff. Relationship skills must be effective and consistent with a department and University that values diversity in a role that provides contact with a wide variety of University faculty, staff, students, external individuals and organizations.
• Strong time management and organizational skills with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills. Demonstrated ability to remain well organized while managing multiple priorities and deadlines.
• Strong accuracy, attention to detail, thoroughness, and follow through in completing tasks required.
• Proficiency with computers, internet, word processing, spreadsheet, database, email, and presentation software required.
• Demonstrated flexibility in performing additional tasks during periods of increased workload and volume.

• Must assume responsibilities and work under limited supervision required.

• • Must maintain confidentiality.

PREFERRED KNOWLEDGE AND SKILLS

Related Human Resource experience is preferred.
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- Human Resources Information Systems experience preferred.

REGULAR WORK HOURS/TRAVEL REQUIREMENTS

• Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.
• Occasional irregular or extended hours may be necessary during peak periods.

ABOUT USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

INTERVIEW ACCOMMODATIONS

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

Create, update, and maintain information in the HRIS database for administrative and faculty employees including, but not limited to new hires, rehires, promotions, transfers, terminations, retirements, sabbaticals, leaves of absence, reclassifications, pay rates, and demographic data. Verify and certify data’s accuracy.

• Input lecturer and overload appointments for payment via HRIS. Maintain employee information in HRIS database for all adjunct faculty.
• Review biweekly data entry (student and hourly staff) to ensure accuracy for payroll processing. Serve as a backup for all hourly and student employee data entry.
• Input stipend payments for administrators and faculty employees via HRIS. Follow up on needed information for stipend processing. Serve as a backup for data entry of hourly and student stipend payments.
• Create, update, and maintain administrative and faculty employee files. Serve as a backup to set up hourly and student employee files.
• Maintain various spreadsheets for reporting of employee information. Maintain faculty hire and termination lists as needed. Ensure daily and weekly HRIS database reports are reviewed for accuracy and updated as appropriate in the HRIS database. Review monthly report of all hourly, faculty, and administrative employees who have not been paid in the last year. Create payroll notification(s) and process termination(s) in Banner due to non-activity.
• Perform other administrative support duties as assigned, any of which may involve information or data of a sensitive nature including composition and preparation of correspondence; arranging and preparing documents (agendas, minutes, etc.) for meetings, orientations, and conferences; preparation of PowerPoint presentations; gathering data from HRIS, internet and other sources; faxing, copying, answering phones, shredding and other clerical duties as needed.
• Serve as primary physical backup to the reception desk: greeting visitors; assisting employees with completion of various forms (I-9, tax, etc.); assisting applicants; date stamping and distribution of incoming mail; maintaining inventory of office supplies/forms, including business cards, envelopes, and stationery from the USI printing office and all office supplies from office supply vendor. Serve as secondary backup for answering department phones and reviewing shared departmental email inboxes.
• Monitor end date of temporarily funded positions in Banner, PEAREVW screen. Follow up with fiscal agent three months prior to funding end date. Ensure approval from the University Budget Office and respective VP/Provost if funding is being extended. If funding for a full-time position is ending, advise the Employment Manager.
• Monitor part-time employee fiscal year-to-date total hours report to ensure number of hours worked complies with federal guidelines and university policy allowance. Advise the Employment Manager of any concerns in a timely manner.
• Submit weekly reporting on university new hires to Indiana New Hire Reporting Center database.
• Assist recruiters with posting positions in the Applicant Tracking System for faculty and administrator postings. When prompted by recruiter, finalize the posting language and post job to website. Serve as backup for hourly postings. Assist with scheduling interviews as directed by recruiter or Employment Manager.
• Assist recruiters with closing positions in Applicant Tracking System for faculty and administrator postings. Ensure search chair provides candidate outcomes for each candidate (i.e., if the candidate interviewed, withdrew, not selected), ensure all applicants are appropriately transitioned in the workflow, and ensure appropriate emails are sent to those not hired. Serve as backup for hourly postings.
• Perform needed access changes in Applicant Tracking System as requested.
• Prepare offer and change letters for full-time faculty and administrative employees as requested. Process payroll notifications and prepare letters for new hires, terminations, transfers, and status changes for faculty and administrators. Serve as backup for hourly employees.
• Conduct pre-employment criminal background checks for faculty and administrative positions as assigned by the recruiter. Serve as backup for hourly positions.
• Prepare and send biweekly communication regarding new hires, rehires, separations, promotions, transfers, reclassifications, and retirements. Obtain Employment Manager’s approval for such in a timely manner. Maintain current list of distribution contacts and update as needed and requested.
• Create and maintain HRIS employment data entry procedures manual.
• Serve as secondary backup for initiating electronic form I-9 for new hires for processing through E-Verify, ensuring compliance with federal requirements and deadlines.
• Serve as backup for coordinating the hourly staff service wage increase process for ten-year and twenty-year recipients, including ordering HRIS reports; generating emails to and ensuring response from supervisors; and creating related salary increase payroll notifications. Prepare service increase letters for all hourly employees while ensuring accuracy and timeliness, securing proper signatures and distribution.

• Serve as backup for introductory period review evaluations for hourly staff. Coordinate tracking 45-day and 90-day introductory periods, including sending introductory Employment Evaluation forms to supervisors and receiving completed forms timely. Ensure evaluations are completed accurately, following up with supervisor and Employment Manager on any concerns, and marking the process as complete in Banner.

• • Other duties as assigned.