Operations and HR Support Coordinator

Job Summary

The Department of Civil, Environmental, & Architectural Engineering (CEAE) encourages applications for an Operations and HR Support Coordinator ! This position is part of the department administrative team to provide operational, finance and HR support to faculty, researchers, staff and students in the department. This includes personnel management, faculty promotion and tenure, recruitment and onboarding, payroll, operation and logistical facilities management, student hiring and related assignments and projects directly supporting the department population. In addition, this position will provide support to the department chair and faculty leadership on all administrative and operations pertaining to the department. At this level, work is performed with considerable independence but complex issues and problems may be referred to a higher-level position. This position will work under the direction and guidance of the Associate Chair for Administration.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The fields of civil, environmental and architectural engineering offer careers in the planning, design, construction and management of the built environment as well as in the interaction between the built environment and the natural environment. CEAE's mission is the education of undergraduate and graduate students to become leaders in the professional practice of engineering, contributing to technological advances that benefit humankind while improving the earth’s physical and biological resources.

What Your Key Responsibilities Will Be

HR Administration

• Handles the administrative processes for hiring, promotion and tenure, faculty merit review, post-tenure and instructional reappointment, and coordinates the administrative processes related to research faculty, visiting faculty and students, and hiring.
• Reviews and revises position descriptions put forth by hiring managers for filling vacancies, reevaluating current positions, and creating new positions. Recommends position review cycle to Associate Chair, ensuring that positions are reviewed every 3 years.
• Provides oversight for and administrative coordination of the recruiting process for staff positions within the department.
• Manages the hiring and onboarding process for all department personnel, ensuring all necessary paperwork and personnel actions are submitted and processed in a timely manner (i.e., offer letters, background checks, I-9, payroll and benefits, etc.). Handles off-boarding/exit processes such as leave payouts upon separation.
• Ensures training plans and performance management plans are put in place for all new staff employees.
• Supports the faculty reappointment, promotion and tenure administrative process flow to ensure all materials produced on time and all materials reach college HR by the established deadlines.
• Draft offer letters for all tenure and non-tenure track faculty appointments. Provides guidance on appropriate type of appointment. Verifies that offer letters are submitted to college HR and received prior to start date. Ensures MyCU Info systems access requirements have been met.
• Reviews and administratively handles all personnel appointments entered in HCM by HR Service Center; submit and maintain faculty appointments when appropriate (e.g. named positions, sabbaticals, promotions, leaves, TA/RA and other appointments); collaborates with the Finance Manager to ensure accurate funding of positions.
• Tracks and manages timely international visa notification of research faculty, TA/RA and postdoc appointments. Works with international students to complete paperwork needed to obtain social security card. Helps researchers, graduate and PhD students work with the International Student and Scholar Services Department to obtain H-1B visa and permanent residency. Helps with submission of DS2019 documentation for international hires who require visas.
• Coordinates with faculty, finance staff, and academic advisors when managing student appointments.
• Serves as the liaison for staff HR issues and communicates feedback to the Associate Chair.

Operations

• Serves as the point of contact for Department operations and administration.
• Using parameters established by the Chair, determines space allocation for the Department and assigns offices to new faculty and staff.
• Serves as project management liaison working with Facilities Management project managers on renovations and related projects in the department, ensuring that project schedules have the least impact on laboratories and other department facilities.
• Serves as a backup with the administration and operation of the CEAE front office.
• Serves as the liaison with the College

Payroll

• Manages payroll and human resources data for the Department’s faculty, staff, part-time instructional staff, and research faculty within the HCM system.
• Assists with determining hourly rates for student assistants, and confirm with finance team to verify that selected accounts have sufficient funds to cover contracted salaries. This is in collaboration with the Financial Services Manager.
• Works closely with the department finance team to review the annual summer salary process, ensuring contracts and entries in HCM are accurate and align with University rules.

Chair Support

• Manages the Chair’s calendar, travel, meetings, and events as requested by the Chair.
• Coordinates regular meetings with the staff to share updates and network.
• Leads community-building activities among the faculty and staff such as retreats and social gatherings to build positive culture.
• Coordinates with college peers such as Engineering Staff Council and HR to create opportunities for employee networking.
• Assist Chair with miscellaneous administrative duties.
• Perform the function of scribe during executive committee meetings when requested.

What We Can Offer

The anticipated starting salary is $50,000.00, commensurate with experience.

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be Ambitious. Be Collaborative. Be Boulder.

What We Require

Bachelor’s degree. An equivalent combination of education and experience may substitute for the degree requirement on a year-for-year basis.

What You Will Need

• Demonstrates collaborative and participative team building skills, effective and respectful interpersonal communication and a commitment to quality and service.
• Demonstrates ability to establish and maintain effective and unquestioning working relationships with faculty, administrators, and staff.
• Great customer service and attention to detail skills in order to provide successful employment experiences.
• Creative problem solver with strong critical thinking skills.
• Strong communications and organizational skills, including full proficiency with standard business software and computer systems (e.g., Word, Excel, Power Point, Google Suite products.)
• Ability to take ownership of projects and use independent judgment and works well under pressure, meet tight deadlines, and execute multiple tasks simultaneously.
• Strong organizational, communication, and time-management skills.
• Seeks opportunities to be a positive, accountable and contributing member of the team, leading by example, remaining professional in interactions and actions, and by promoting a safe and positive work environment.
• Strong oral and written communication skills and strong organizational and project management skills.
• Demonstrates maturity, initiative, professionalism, attention to detail, ability to follow through, positive attitude, ability to handle a fast-paced environment, and an understanding of the critical importance of confidentiality.

What We Would Like You To Have

• One year of payroll, human resources or administrative experience.
• Human resources or academic administration experience in a higher education setting.
• Knowledge of the HR policies and procedures of the University of Colorado, or of another university part of the Association of American Universities (AAU).
• Experience using a human resources information system, preferably HCM.
• Meticulous ability to understand constituent needs and lead teams toward a common goal.
• Capable of working with all members of a broad and diverse community.
• Familiarity with the university’s student information and course scheduling systems.
• Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work well with faculty, staff, and students from around the world.
• Ability to work independently with little supervision.
• Ability to learn a new role in a virtual onboarding environment.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by November 8, 2020 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu