Assistant Director, Human Resources and Administration

POSITION OBJECTIVE

The Assistant Director of Human Resources (HR) and Administration has overall oversight of all HR processes, policies, and procedures with a focus to develop a talented, welcoming, and inclusive community for the University Technology (UTech) division. This position provides leadership with business support services and administrative requirements under the direction of the division's Assistant Vice President for Finance and Administration. This position will serve approximately 210 employees. The assistant director will manage highly sensitive and confidential information and will advise staff on human resources and administrative matters using considerable discretion to recommend appropriate courses of action. The responsibilities of this position include working with the division's teams on human resource administration, budgetary planning, space allocation and utilization, and fiscal and administrative compliance. This position will provide support and counsel to UTech leadership on staff matters and will partner with senior and mid-level management to support the implementation of the division's strategies and initiatives.

This position is responsible for (a) leading and executing all human resource initiatives and projects in conjunction with the assistant vice president for finance and administration, (b) managing the division's human resource processes and activities for staff, and (c) managing the administration, records and processes associated with those activities. This position, which is a liaison with Case Western Reserve University Human Resources organization, must interpret university and functional policies, and promote strong and effective HR practices to ensure administrative activities are in compliance with internal policies, laws, and regulations.

Building a welcoming and inclusive community is the foundation of the work we do as professionals. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focusing on our collective well-being, and helping students gain insight from their academic endeavors and real-world experiences.

ESSENTIAL FUNCTIONS

1. Oversee and administer all human resource processes for staff. Provide guidance, proper policies, and workflow including, but not limited to the following: 1) Payroll related requests/ forms for submission to HR and/or Payroll 2) Staff Time approval process by supervisors and provision of accurate and timely HCM information to supervisors; 3) Positive Corrective Action, leave of absence, termination and reorganization activities; 4) Staff grievances, striving for fair, timely and equitable resolutions; 5) Leaves of absences, alternative work arrangements, assuring all are processed correctly; and 6) Design and implement an effective professional development program for staff that encourages continuous improvement and high performance. Administer professional development programs including the UTech/ Weatherhead School of Management Professional Development Affiliate Program. Assure HR records for all employees are on file and current (orientation evaluations, employee performance reviews, and personnel action forms). Guide and direct the annual performance appraisal plan which encourages ongoing feedback and promotes professional development. As HR Administrator serve as liaison with central HR. When applicable for staff, act as a liaison with central Visa & Immigration Services & Advisors (VISA). (25%)
2. Oversee the employment process for staff positions, including, but not limited to the following: 1) advise hiring managers on development of job descriptions and requisitions; 2) review and analyze proposals for new or revised positions, and recommend appropriate job classification; 3) enter and approve job postings and work with supervisors; 4) act as liaison between the hiring supervisor, central HR and the Office for Diversity, Equity and Inclusive Engagement to assure diverse and inclusive job searches; 5) act as liaison between the hiring supervisor, central HR and the assistant vice president for finance and administration in the recommendation and negotiation of salary and 6) act as a liaison with central Visa & Immigration Services & Advisors (VISA) in the hiring process when applicable. Provide recommendations on compensation guidelines and policies in situations of hiring, retention, equity, and additional duties. Oversee the on-boarding of new hires and support supervisors with tools and checklists to assure a smooth transition of new employees to Case Western Reserve University. Develop and update employment processes on the UTech Staff Resources site to assure all staff are aware of resources and processes. Consult on key decisions relating to staffing strategy and performance objectives. Report on HR metrics. Administer the UTech student employment process including representation at the Student Employment Fair. Keep abreast of Human Resource and talent management trends. (25%)
3. Participate in ongoing planning processes. Achieve financial objectives by anticipating requirements; submitting information for budget preparation; monitoring costs; analyzing variances. Create and maintain salary analysis, distribution and forecasts for all division salaries and accounts (i.e., operating, grant and capital budget accounts). Work across the university with the appropriate staff representative(s) to monitor, review, cross bill, etc., to ensure accuracy and funding availability. Prepare effort reporting. Understand budget reports and projects to assist with departmental reviews. Monitor budgets and communicate budget issues to stakeholders. Work with the assistant vice president for finance and administration on review and reconciliation of statements and preparation of financial reports. Develop and implement processes to ensure compliance and good stewardship over division and university resources. Act as the UTech PeopleSoft Financials security administrator. (20%)
4. Provide positive and consistent leadership. Work with the division's leadership and staff to promote a strong value driven culture. Work with Central and leadership to develop and implement HR practices to improve the unit's diversity and inclusion efforts. Serve as mentor for administrative staff. Motivate teams by creating a sense of purpose to meet the goals of the university through coaching and leading by example. Build, train, and refine best practices among the administrative team. Develop and implement strategies for staff development. (10%)
5. Serve as a confidential (as applicable) resource and advisor to employees to assist with navigating professional issues and challenges and provide direction to appropriate university resources as needed. Work with employees and supervisors as requested to help resolve conflicts, escalating as necessary. Guide supervisors through the Positive Corrective Action process, grievance process and termination activities to resolution. (10%)

NONESSENTIAL FUNCTIONS

1. Gather relevant HR data at regular intervals to provide reports on division's HR trends. Process all "irregular" payroll transactions and other adjustments as appropriate. Consult with central human resources and/or payroll to resolve staff Human Capital Management (HCM) system issues. (5%)
2. Serve as a facilitator and be capable of working with diverse groups of people to build consensus and proactively solve problems. Research issues as requested or suggested by the Assistant Vice President for Finance and Administration and provide detailed summaries of information needed in written, verbal or presentation mode. (