Human Resources Assistant

2 weeks ago

Amherst, Massachusetts, United States UMass Amherst Full time

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Libraries' Human Resources Assistant plays a vital role in supporting various activities, including recruitment, payroll, training, reporting, and student employment. This position collaborates with Financial Aid, Student Employment, and the campus payroll office within the Division of Human Resources, as well as internal departments within the Libraries. In addition, the HR Assistant serves as backup to the Libraries' business office.

Key Responsibilities

  • Maintains the Libraries' student workforce of approximately 150 student employees, ensuring timely and accurate hiring processes.
  • Manages student employee records in the Libraries' database, providing essential information and reports to Library administrators.
  • Tests, edits, and maintains user profiles, profile access, and departmental classification in the student timekeeping system.
  • Trains Libraries' staff on student timekeeping system, student hiring procedures, and staff time reporting procedures.
  • Consults with Central Administration & Finance, and Information Technology departments to resolve data transfer errors and reconcile the student timekeeping system with the HR payroll system.
  • Prepares student personnel action forms and other related paperwork to process pay raises, resignations, and other actions to maintain accurate and current student payroll.
  • Monitors expenditures of student funds and prepares monthly student budget reports for Library Administration and student supervisors.
  • Oversees University time/attendance self-entry process for approximately 130 library staff employees, ensuring accurate and timely attendance reporting.
  • Provides support in the recruitment process, arranging interviews and candidate travel, and maintaining accurate records and ensuring policy compliance.
  • Processes electronic personnel action forms as needed, consulting employee data, and updating personnel records accordingly.
  • Provides backup support to the Libraries' billing activities.
  • Exercises discretion and professionalism in handling confidential information.
  • Participates in the Libraries' assessment program by collecting, maintaining, and recording usage statistics for monthly reports as needed.
  • Demonstrates, fosters, and cultivates a positive, proactive internal and external customer service culture, promoting teamwork, diversity, equity, and inclusiveness across the Libraries and campus.
  • Serves on internal library committees as needed.

Requirements

  • High school diploma.
  • Three (3) years of experience in a professional office setting.
  • An associate's degree or above may be substituted for two (2) years of experience.
  • Excellent organizational and interpersonal skills.
  • Familiarity with computerized systems.
  • Accuracy in editing and filing. Excellent data entry and typing skills.
  • Experience with Microsoft Office Suite products.

Preferred Qualifications

  • Familiarity with University timekeeping policies and procedures preferred.
  • Familiarity with timekeeping management software such as Kronos and Peoplesoft preferred.
  • Familiarity with managing multi-step processes preferred.

Work Schedule

  • Works schedule of Monday 8am-4pm, Tuesday-Friday 9am-5pm, coordinating with the other Administrative Services and HR staff to provide office coverage.

Salary Information

Grade 13

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.

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