Employment Specialist

Posting Details

Recruitment Number

983

Working Title

Employment Specialist

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Administration and Finance Division

Description of College / Department / Program / Division / Unit

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students, and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Facilities Planning & Management, Budget, Human Resources, Information Technology Services, and Police & Parking Services.
Under the direction of the Assistant Director of Human Resources for Payroll and Operations, this position functions independently and performs complex functions with employment data. This position is responsible for interpreting and applying a wide variety of human resources rules, regulations, policies, and procedures affecting multiple employment types.

Position Summary

This position works under the general supervision of the Assistant Director for Human Resources Talent Management. This position is responsible for supporting tasks related to the recruitment and placement of a diverse workforce. Effective communication skills, a service-oriented manner of working with a wide variety of people, and confidentiality are essential functions of the job.

Required Qualifications

• Bachelor’s degree from an accredited college or university.
• Effective oral and written communication skills.
• Proficiency in the use of computers, including Microsoft Office software applications (e.g. Excel, Word, PowerPoint, etc.).
• Ability to read, analyze, and comprehend information and make effective decisions.
• Ability to apply customer service techniques and be responsive to customer inquiries and needs professionally and thoroughly.
• Ability to work collaboratively as part of a team.

Preferred Qualifications

• Bachelor’s degree in Human Resources from an accredited college or university.
• Professional Human Resources experience.
• Professional experience in higher education.
• SHRM -CP or PHR certification

Physical Demands

• Must be able to sit at a desk for extended periods of time. Occasional repetitive motion (i.e. data entry).

Working conditions and environment

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Recruitment Support

Duties to Support Responsibility

• Act as a point of contact for the administration of all faculty, academic staff, and university staff recruitments in the applicant tracking system.
• Advise and assist hiring units in supporting the recruitment and position classification processes, such as position description development, the orientation of the Search and Screen Committee to the university’s policies and applicant tracking system; and other tasks related to the successful placement of employees.
• Collaborating with the Human Resource Partners, work to identify the best sourcing resources to promote and engage applicants to open positions at the university.
• Monitor and document the hiring/selection process in the applicant tracking system and the university’s enterprise resources system, HRS ; work with Equity and Affirmative Action to ensure equal opportunity and/or affirmative action goals have been considered; and determine the appropriateness of the assessment tools development and selection process.
• In conjunction with the HR Partners, confer with administrators, directors, managers, supervisors, etc., to prepare, complete, and retain recruitment paperwork and processes according to UW Board of Regents and the University of Wisconsin System policies.
• Communicate with candidates and the public about employment opportunities, application, and recruitment processes; resolve their questions and concerns as needed.
• Working with the university’s Community Engagement Specialist, develop and maintain professional relationships with colleges, university, and community businesses, including scheduling and attending job/career fairs, as a source to generate qualified applicants and to meet affirmative action goals and initiatives.
• Monitor portions of the UWL HR website that pertain to recruitment and classification (titling).
• Assist the Assistant Director, HR over Talent Management with reviewing recruitment and hiring processes making recommendations, and implement approved changes. According to the policies and procedures, work with appropriate staff to communicate processes to the campus community, search chairs, etc.
• Respond to inquiries from other campus departments and offices for information on the recruitment process, the status of recruitments, new hire information, titling, etc.

Percentage Of Time

40

Essential

Yes

Responsibility Statement

Applicant Tracking System Continuous Maintenance

Duties to Support Responsibility

• Ensure the posting of vacancies to the UW-La Crosse applicant tracking website and other venues, as appropriate, including social media.
• Run applicant tracking system reports when necessary, for metrics and other recruitment information.
• Maintain a thorough knowledge of the functionality of the applicant tracking system.
• Provide support to Search and Screen Committee/Panel Chairs and members along with other administrative users of the applicant tracking system.
• Ensure the integrity of data in the applicant tracking system, inclusive of archiving older searches, ensuring position descriptions and incumbent data is up to date and correct.

Percentage Of Time

30

Essential

Yes

Responsibility Statement

Manage Graduate Assistant Recruitments

Duties to Support Responsibility

• Enter appointment in university’s enterprise resource system, HRS, after receipt from the Grad School.
• Create a contract using mail merge and email a contract to a new hire.
• Collaborate with Benefits and Wellness Specialist on Grad Hires and terminations.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Manage Appointment Renewals

Duties to Support Responsibility

• Track and process fixed term, and renewable contracts; contact departments when employees are up for renewal (e.g. March, December, and May).

Percentage Of Time

5

Essential

Yes

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Process ‘Persons of Interest’ (POIs) upon request in HRS .
• Send out reminders to supervisors for three- and six-month reviews of probationary employees.
• Process Inter-Institutional Agreements as it relates to extended employment within the UW System organization.
• Process volunteer Criminal Background Checks, (CBCs) and student CBCs as needed.
• Manage the employee Criminal Background Check program.
• Manage and coordinate correspondence between UWL and UW System International Faculty and Staff Services to process immigration and sponsorship requests.
• Serve on various HR committees and participate in regular meetings.
• Provide backup support to members of the HR Team as it relates to new hire entry.
• Manage the annual data processing to the College and University Professional Association of Human Resources for sharing of salary-related data.
• Assist with special projects, as requested.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

12/16/2020

Close Date

01/08/2021

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

01/08/2021

Position Contact Name

Alyssa Balboa

Position Contact Email

abalboa@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional Documents

1. Unofficial UndergraduateTranscripts
2. Unofficial Graduate Transcripts

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I prefer my identity remain confidential and have ready and understand that if I am one of the finalists for this position, my name may be released.
   • I do not request that my identity remain confidential.
2. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Per UPS Operational Policy: TC 1, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years.)
   
   (Open Ended Question)
   
   
3. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   
   (Open Ended Question)