Lake Superior State University
Lake Superior State University
 
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FLSA Designation
EXEMPT
Date Issued: 2012-06-01
Department:
Human Resources
Title: Human Resouces Administrator
 
Function and Responsibility
Under administrative direction and general supervision of the Director of Human Resources, this position manages the day to day operations of the Human Resources department as related to the following functional areas: coordinating hiring activities, benefit administration, policy modification and interpretation, employee/labor relations, special projects and student supervision. Exercises independent judgment in the resolution of administrative issues.
 
Duties and Responsibilities
Coordinating Hiring Activities

Manages the Applicant Tracking System (ATS). Prepares, posts and submits employment ads. Creates interview guides. Creates appointment letters. Schedules pre-employment physicals, TB tests, and any job related assessments ensuring they are completed prior to candidate’s date of hire. May assist the Search Committee Chair with itineraries and travel for those candidates invited to campus.. Reviews the applicable benefit package while candidate is on campus. Reviews and tracks bills related to recruitment and manages the receipts of candidate travel. Ensures a payroll authorization is completed once the final candidate has accepted the position. For those positions needing email addresses prior to their date of hire, ensures getting the new hire’s signed appointment letter and confidentiality agreement returned. Enters the necessary information into Banner and after confirming the new hire does not have an existing email, sets up their email account. Notifies appropriate manager once process is complete.

Manages the Support Staff bidding process, ensuring postings are created and advertised internally. Advertises externally as necessary. Notifies hiring manager and union of the bidders. Assists with the selection process as necessary.

Is responsible for meeting the employee on their first day of employment to collect and review all new hire paperwork. Ensures basic information is entered into Banner. Provides file to payroll for processing. Orientates new hire by reviewing University policies and procedures as appropriate. Responsible for maintaining all personnel files including storage and retention/disposal.

Benefit Administration
Maintains and updates At A Glance Summaries as necessary, addresses candidate and employee questions, researching issues as necessary with the carrier(s). Enrolls and dis-enrolls employees in benefit programs. Completes monthly billings for CIGNA, completes check vouchers for AFLAC monthly enrollment and WageWorks. Monitors self billings and system generated billings to ensure accuracy.

Related to Blue Cross Blue Shield of Michigan, sends out COBRA notices as required, tracks COBRA enrollees ensuring coverage is appropriate and premiums are made on a timely basis. Tracks retiree enrollment, premiums, etc. Ensures 9 month employees and other employee’s on leave make their appropriate employee contributions. Communicates changes with the Director as they occur and ensures appropriate paperwork is completed and provided to payroll for processing. Sends out employee communications to those employees applying for Family and Medical Leave under the Act of 1993 (FMLA), tracks and monitors leaves.
Policy Modification and Interpretation
Responsible for modifying existing policies and procedures as changes occur. May assist in creating new policies and procedures. Once policies are drafted and reviewed, they are forwarded to the Director for review. Thereafter, it is determined whether other people, departments, etc need to review the policy/procedure before it is implemented. Once final approval is granted, the new or revised policy/procedure can be implemented. Responsible for communicating the new or revised policy/procedure appropriately and interpreting them as managers and staff have questions.

Employee/Labor Relations
Responsible for knowing, understanding and advising employees on routine contract or University policy situations to assist with the handling of employee or labor relations issues. Brings complex issues to the attention of the Director. Responsible for completing quarterly Support Staff Seniority List.

Special Projects
Assists the Director with planning and execution of special events such as the Retirement and Service awards program, employee training programs, new employee orientation programs. Develops and maintains reports (adjuncts by semester, transcripts for staff, turnover, exit interview analysis, etc.). Assists other department members as necessary. Updates the department website. Is responsible for knowing and processing payroll when the Payroll Coordinator is unavailable.

Student Employment
Interviews, recommends, hires, trains and supervises the work of Human Resource’s student office assistants. Plans, organizes and prioritizes workflow to ensure efficient management of the office. Handles performance and any other type of disciplinary action necessary to facilitate a safe and productive work environment.

Coordinates with the Financial Aid Office regarding Federal Work Study employment, directs students looking for campus jobs to departments, assists with freshman employee orientation, completes and follow-ups on student employee paperwork, tracks student employee evaluations, assists departments and coordinates various needs.

Ensures departmental and auxiliary student employment paperwork is completed accurately and timely.

Advises non-US citizens on the requirements to obtain student employment. Creates necessary documents to assist students in obtaining a social security card.

Miscellaneous Responsibilities
Manages the P-card and ordering of office supplies, prepares time sheets for the department. Provides assistance to the Director as needed. Other duties as assigned.
 
Qualifications
Core Competencies

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
•Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
•Customer Service - Listens and responds effectively to customer questions; resolves customer problems to the customer’s satisfaction; respects all internal and external customers; uses a team approach when dealing with customers; follows up.
•Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
•Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
•Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
•Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
•Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
•Adaptability—the individual adapts to change in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
•Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
•Innovation/Initiative – the individual uses information from a variety of sources, identifies immediate action needed to address current issues, seizes the opportunities to enhance performance. Attends to imminent issue while maintaining an awareness of emerging opportunities.

Bachelors degree in human resources or related field and a minimum of two years of human resources experience or five years of office experience required; supervisory experience and knowledge of personnel record keeping preferred. Proficiency in Microsoft Word and Excel spreadsheets; Banner experience desirable.
 
Physical and Mental Demands
Adequate physical fitness to be able to sit and concentrate for long periods of time; use of fine motor skills to operate computer; problem solving ability; ability to understand and work with numbers; ability to see, hear, and speak with or without the use of aids to perform normal office tasks.
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