• Job Description

  Req#: 4183358
  Description
  Title: Human Resources Specialist
  Position Number: 0077453
  Hiring Unit: School of Medicine, Admin, Finance, & Ops/Fiscal & Human Resources Office
  Location: Kaka’ako
  Date Posted: 08/28/2023
  Closing Date: 09/12/2023 (11:59 pm HST)
  Band: B
  Salary: salary schedules and placement information
  Full Time/Part Time: Full-time
  Month: 11-month
  Temporary/Permanent: Permanent
  Other Conditions: position is excluded from bargaining unit 08; start of employment to begin approximately October 2023, subject to position clearance; annually renewable depending on performance.
  
  Duties and Responsibilities:
  1. Advises employees on employee benefit programs in the context of and in compliance with applicable policies, procedures, collective bargaining agreements and/or practices.
  2. Conducts investigations in informal & formal complaints & grievances involving misconduct, performance problems, etc. and based on specific policies & procedures; recommends appropriate action.
  3. Advises & interprets promotion & tenure policies, procedures, & criteria. Prepares instructional memo to departments. Informs tenure-track faculty of probationary status in a timely manner and as necessary.
  4. Confers with various University offices, such as System OHR, EEO/AA, FSIS, & others, to appropriately coordinate plans & procedures on various personnel matters & carries them out to meet the objectives for the School and University.
  5. Monitors the status of all special requests to the President and Provost so the school may establish and/or fill positions and proceed in the recruitment process for faculty, lecturers, APT and civil service.
  6. Audits & processes non-compensated appt requests for visiting scholars as it relates to proper visa processing, complying with University & immigration policies & procedures. This includes generating PNFs & keeping track of visa end dates or status.
  7. Advises dept chairs, PIs, & admin staff & interprets BOR policy to properly establish, re-describe, extend, or abolish positions for faculty & APTs. Audits departmental SF-1s for accuracy & completeness.
  8. Reviews and recommends appropriate APT classification, re-banding and APT Salary Placement actions.
  9. Responds to inquiries and provides information to faculty & staff on personnel matters by interpreting UH policies, bargaining unit contracts & other printed/web based material from various central UH offices (System OHR, Payroll, FSIS).
  10. Collects personnel data from existing files, records, and PeopleSoft data system for program personnel reports, the Association of American Medical College annual reports, and inquiries from other units within the University.
  11. Conducts training for staff in various areas of personnel including, but not limited to: recruitment processes, classifications, personnel actions, leaves, & fringe benefits.
  12. Independently provides staff support in the coordination and implementation of all personnel actions while using good judgment and providing sound advice.
  13. Independently performs complex assignments of limited scope in all areas of personnel involving application of standard UH policies and regulations and widely accepted methods and practices.
  14. Serves as one of two working supervisors over others in the HR office, providing day-to-day supervision of other professional staff, student assistants, & clerical staff.
  15. Serves as source of support in personnel management, providing technical advice to management & personnel at many levels. Has decision-making authority relating to various personnel functions.
  16. Develops & updates personnel procedures for JABSOM to efficiently service the departments & programs as changes in policies, procedures, & guidelines affect the school.
  17. Generates & processes PNFs for all compensated BOR appointees which include new hires, terminations, redistribution of funds, changes to appointment/position, etc. Submits PNFs to Payroll in a timely manner to meet all payroll deadlines.
  18. Serves as a liaison for JABSOM, generating civil service HRD-1s, position descriptions & all other relevant civil service forms for new positions & changes to existing positions as necessary for designated departments.
  19. Responsible for providing collective bargaining contract interpretations and reviewing employer contract proposals to be proposed to the Union.
  20. Responsible for providing and coordinating layoff and RIF actions; advising faculty chairs, staff, supervisors, etc. on appropriate disciplinary actions; representing JABSOM in coordinating strike preparations; etc...
  21. Independently reviews for accuracy & compliance, vacancy announcements, recommendation memos, resumes, curriculum vitae, and new hire documents for faculty, APT, Graduate Assistant, civil service, casual hire and overload appointments.
  22. Serves as an immigration specialist, and advises, recommends, & processes best course of action regarding visa documents to designated departments while monitoring visa expiration dates.
  23. Independently reviews for accuracy & compliance, all visa applications & petitions, financial support documents, health insurance documents & passports for foreign visiting colleagues, faculty, & staff for processing to FSIS.
  24. Advises employees & staff on EUTF policies. Audits & processes EUTF forms, including coordinating EUTF open enrollment documents for employees within the designated JABSOM departments & assisting new hires on proper completion of forms.
  25. Completes the necessary forms & documents to ensure timely processing of Temporary Disability Benefits and Worker's Compensation claims and payments after determining the employee's eligibility.
  26. Advise employees and staff on ERS, PTS deferred compensation and tax-shelter annuity retirement plans. Audits and processes retirement enrollment forms.
  27. Other duties as assigned.
  Minimum Qualifications:
  1. Possession of a baccalaureate degree in business administration, human resource management, or a related field and 3 year(s) of progressively responsible professional experience with responsibilities for human resources administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  2. Considerable working knowledge of principles, practices and techniques in the personnel/HR administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
  3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with personnel/HR administration.
  4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
  5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
  6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
  7. Demonstrated ability to operate a personal computer and apply word processing software.
  8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  9. Demonstrated ability to understand and analyze oral and written documentation, write reports, letters, and procedures and communicate effectively in a variety of situations.
  Desirable Qualifications:
  1. Familiarity with UH personnel and fiscal systems and databases.
  2. Functional knowledge of UH personnel and administrative policies and procedures.
  To Apply:
  Click on the “Apply” button on the top right corner of the screen to complete an application and attach all the required documents. Documents include:
  • Official transcripts (copies are accepted; however, original official transcripts will be required at the time of hire)
  • Cover letter explaining how you meet the minimum and desirable qualifications
  • Resume
  • Names and contact information of three (3) professional references
  
  The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered.
  
  Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
  Inquiries: Kathy Matsumoto, morifuji@hawaii.edu; (808) 692-1176
  
  
  
  1.
  
  EEO/AA, Clery Act, ADA
  The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/
  Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
  
  In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
  
  In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
  
  Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/

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  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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