HCM Specialist, Law School

1 month ago

Nashville, United States Vanderbilt University Full time
Job Description

Job Description

The HCM Specialist is part of the Finance & Operations Administration team in the Law School and is responsible for providing human resource support for all law school HCM transactions, including but not limited to administration of payroll, cost allocation, effort certification, processing of hires, transfers, promotions, and end of employment transactions. This position also provides grant support, faculty hiring, general on-boarding and off-boarding support, manages the post-doc process, international (non-student) visitors, assists with visiting scholars program, and provides other general HR administrative support. This position reports to the Assistant Dean for Personnel Services.

Vanderbilt Law School's national reputation has its basis in our rigorous academic program, which is developed and delivered by our faculty of top legal scholars. The Finance and Administration Department supports the Law School in the areas of human resources, finance, administration, and operations. The Law School has 60 permanent faculty members, 90 affiliated faculty members, 60 staff employees, and a student enrollment of approximately 600 students.

Duties and Responsibilities

Core HR Transactions (HCM Specialist Role)
  • Serves as primary HCM Specialist for the Law School and processes all HCM transactions in Oracle Cloud.
  • Maintains an extensive understanding of SkyVU HR functions and related connections with SkyVU financial functions and assists employees with self-service transactions as needed.
  • Maintains and updates HR information in Oracle Cloud as needed.
  • Processes hires, transfers, promotions, and end of employment transactions.
  • Initiate recruitment process, assist with new hire process, and assist with onboarding.
  • Maintains labor distribution and position assignments for all employees.
  • Enters routine and additional payroll elements.
  • Review payroll reports and reconcile each month, submitting retroactive distribution changes when needed.
  • Monitor time card submission and approvals for all non-exempt Law School staff employees.
  • Maintain list of current student employees.
  • Handle all student expense assignments and reimbursements across the law school.
  • Ensure that student hours are costed correctly.
  • Monitor student hours to ensure that they do not reach annual threshold for University benefits.
  • Track inactive students and terminate as needed.
  • Maintain list of inactive students for purposes of employment verifications.
  • Advise faculty about student and temporary hiring employment policies and procedures.
Grant Management Support
  • Serves as the School's Effort Certification Coordinator. Manages effort certification process for the Law School.
  • Coordinates with OCGA (Office of Contract and Grant Accounting) if payroll adjustments are required.
  • Assist faculty and staff with the effort certification process using the ECRT tool.
  • Assist with reviewing and confirming salary wages, fringes, estimated work hours, etc. for pre- and post-award management.
  • Update effort costing in Oracle Cloud.
  • Assist with providing information for billing, invoicing, and reporting to OCGA, SPA, and funding agencies.
Faculty Hiring, On-boarding and Off-boarding Support
  • Assist with entering all faculty appointments appointment data into the Faculty Information System (FIS).
  • Assist with hiring and on-boarding requirements (HCM and Law School requirements). Note: on-boarding requirements include both those required as an HCM and those actions needed to get new faculty settled into the Law School in their official capacity and ready to begin work (I.e., moving arrangements, entering profile and appointment data entry in FIS, office and phone assignments, IT (Information Technology) services and computer needs; distribution lists, etc.).
  • Notify IT of which adjuncts will be renewing for next AY to avoid their receiving cancellation of their email accounts/access to VU systems.
  • Notify Parking Services of adjunct parking permit requests each semester.
  • Update email distribution lists for each group as changes take place.
  • Request new name plates, name badges, and business cards (when appropriate).
  • Facilitate phone orders and updates.
  • Assist with collecting VU property, equipment, ID cards, etc. when a faculty member departs.
  • Notify appropriate persons to clear out and clean office spaces as needed.
Post-Doctoral Affairs Management
  • Serve as SPOC (School Point of Contact) for the Law School. Primary liaison with Office of Post-Doctoral Affairs. Attend all meetings.
  • SPOC is responsible for initiating the recruitment and appointment process, posting opportunities, routing documents for required signatures in their school and ensuring the required documents are uploaded into REDCap for submission to the Office of Postdoctoral Affairs (OPA).
  • SPOC is fluent in the steps outlined in the appointment process. Works directly with PI/mentor to collect and confirm information.
  • Obtain appointment letter. Liaison with OPA to ensure appointee verifications are complete (status/clearance form, background check, additional school verification (if needed)).
  • Complete and submit new hire, payroll, and benefits forms and processes required by VU. Register post-doc for HR new hire orientation and OPA orientation.
  • Manage annual processes for completion of Individual Development Plans (IDP) and reappointment.
  • Review and provide edits for the OPA Appointment and Reappointment Guide for SPOC in the Vanderbilt Law School on annual basis.
International (non-student) Visitors
  • Serve as Designated School Official and primary expert and liaison on all international matters at VLS.
  • Maintain working knowledge of immigration regulations.
  • Assist international faculty, staff, post-docs, and non-student visitors with obtaining appropriate visa and clearance.
  • Work in partnership with the International Student & Scholar Services (ISSS) Office or Office of Employee Immigration Services to gather required information and documentation. Submit required information and facilitate process.
  • Oversee international visitor on-boarding, including immunization compliance, insurance, and resource referrals.
  • Work in partnership with the International Tax Office (ITO) to determine tax implications for employees and visitors who will receive remuneration.
Visiting Scholar Program
  • Assist with on-boarding requirements (VUNetID/account, ID card, library privileges, study carrel assignment).
General HR Administrative Support
  • Builds and maintains strong working relationships in the area and with centralized HR team members.
  • Participates in recurring meetings, trainings, and round table discussions to allow opportunities to learn from each other.
  • Maintains confidential personnel records for faculty and staff employees.
  • Facilitate staff and post-doc on-boarding and off-boarding.
    • Alert appropriate persons.
    • Check office assignment, ensure its clean and setup for new employee. Issue keys and update logs.
    • Request name plate, name badge, and business cards (when appropriate).
    • Facilitate phone orders and updates.
    • Facilitate computer assignments, equipment orders and setup.
    • Provide building tours and field general questions.
    • Assist with collecting VU property, equipment, ID cards, etc.
  • Maintain/update Law School People Toolkit that feeds custom lists, directories, etc.
  • Maintain/update Law School Distribution Lists/Email Distribution Lists/etc.
  • Serve as a back-up to the Administrative Officer as the Judicial Clerkship Manager.
Supervisory Relationships: This position does not have supervisory responsibility. The position reports administratively and functionally to the Assistant Dean for Personnel Services.

Qualifications
  • A bachelor's degree, or equivalent work experience, is required.
  • In addition to the above, a minimum of 3 years of experience in human capital management, finance and administration, or the educational equivalent, is required.
  • Demonstrated high levels of integrity, honesty, and openness to create strong and enduring collaboration with key leaders across the institution and community is required.
  • Knowledge of Vanderbilt policies and procedures, including technical use and understanding of Oracle Cloud is preferred.
  • Exceptional customer service skills are required.
  • Excellent Microsoft skills with advanced skills in Word and Excel are required.
  • The ability to take initiative, multi-task, and work well under pressure is required.
  • The ability to effectively research information is required.
  • Critical thinking skills are required.
  • The ability to handle confidential information is required.
  • Strong proofreading and editing skills with precise attention to detail are required.
  • The ability to perform complex tasks and to prioritize multiple projects is necessary.
  • The ability to provide technical advice and information to staff in area of expertise is necessary.
  • Experience in a higher education setting is preferred.
Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

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About Us

Vanderbilt is a community of talented and diverse staff & faculty
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
  • Working and growing together as a community of communities... we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

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