HR Generalist & Training Specialist

General Statement of Job

The HR Generalist & Training Specialist assists the Director of Human Resources in all aspects of operations and assists in providing a full range of human resources management services for faculty and staff employees. HR Generalist & Training Specialist may assume the duties and responsibilities of the Director while the Director is absent, exercising judgment and providing advice on a wide range of personnel matters in collaboration with the Vice President. Responsible for creating, developing, presenting and supporting campus training initiatives. Explores topics and trends, establishes annual training requirements, researches training systems, and works with the campus community on programs and processes.

Specific Duties and Responsibilities

Essential Duties (HR Generalist):

Assist the Director in providing leadership and direction for the University and its employees regarding employment & benefits matters.

Coordinate and assist in the direction of the functional leads within Human Resources to ensure efficient and effective collaboration to effectively support University initiatives.

Ensure consistent and equitable application of personnel policies and government regulations throughout the University by helping to advise senior administrators about the applicable policies and regulations and enforcing the personnel rules and regulations of the University.

Serve as co-chair and a permanent member on the University’s Insurance Committee. Reviews, recommends policy changes; stays current on applicable industry best practices related to all types of insurance; frequent interaction with the University’s contracted Benefit Consultant(s). Review claim utilization and provides insight into the process of benefit plan designs and associated programs including wellness initiatives and open enrollment activities.

Assists the Director to counsels employees and supervisors regarding disciplinary and employee performance issues by providing information on personnel policies and regulations, recommending a plan of action, and resolving misunderstandings.

Assists the Director to develops and recommends personnel policies, practices, and procedures for approval by the University administration by determining causes of personnel concerns, reviewing and analyzing reports and surveys, applicable regulations, professional literature, and statistical data concerning all aspects of personnel administration.

Assists the Director in reviewing and analyzing data to evaluate the effectiveness of existing HR processes and recommends improvements or actions as appropriate.

Assists the Director by enhancing the quality of the work environment within the University by advising and leading the implementation of various programs and services, managing complex projects, including automating and maintaining operations and processing systems, communicating relevant information about programs and services to all levels of management throughout the University, working with consultants and vendors, interpreting policies and procedures, state and federal laws, and working with advisory committee to conduct studies analyzing the pros and cons of new and alternative initiatives.

Designs and develops new HR processes to improve the efficiency of HR operations and administration and recommend new approaches/procedures to effect continual improvement of operations performed.

Promote a positive image of the University by participating in community organizations as well as national, state and local professional associations.

Represents the department and serves as a resource by participating on various University committees.

Promotes effective communications with academic departments and administration by helping to provide direction on contract interpretations and may participate in labor or contract development.

Directs the University’s compliance with faculty and staff immigration and non-resident alien visa processing by reviewing and providing information to keep the University in compliance with all related laws and processes related to employment of non-resident aliens. Assists, monitors and tracks all international (non-citizen) employees. Works with legal counsel on all immigration and compliance issues associated with faculty and staff employment. Communicates with University administration any training materials on non-resident alien employment issues and ensures procedures are followed to enable the university to hire non-resident aliens.

Assists the Director with various special projects, committee work, investigations, Title IX, reports, surveys, research and other tasks as assigned, including the Wellness and Insurance Committees.

Performs Exit Interviews to include departing employees and/or retirees as needed or when assigned in the absence of Director .

Assists with banking approvals or completing the e-Visions processing for completion of payroll processing as necessary.

Manages the employment termination/resignation/retirement process by ensuring accurate and timely data is provided to various systems both inside the University’s HRIS and external vendors. Includes coordination with the payroll function, the retirement system, and benefit providers. Monitors the MOSERS monthly aged/term error reports and correct as appropriate. Coordinates the annual MOSERS retirement seminars. Assist employees in the completion of appropriate retirement forms and processes including conducting informational one-on-one meetings and assisting with forms.

Manages and directs the functional employment recruitment process for all administrators, staff and faculty positions at the University. Includes approving recruitment advertising; approval of the positions entered in the applicant tracking system (ATS); monitoring and updating the ATS as candidates are interviewed and hired; assisting applicants with data entry into the ATS; closing the positions in the ATS; correspondence with applicants when a position has been filled. Administers the on-boarding process via the ATS. Directs the onboarding of all employees for the University. Includes on-line and face-to-face interactions with all new employees including faculty, administrators, staff, and seasonal employees.

Directs the input of new employees into the HRIS with detail of compensation, position, start dates, and deductions for payroll processing. Enters all faculty contracts and ensures the appropriate compensation and budget allocation are correct before going to payroll. Resolves contract and employment discrepancies as needed with Academic Affairs and other University administrators.

Creates, designs, and develops appropriate advertising language to keep the University in line with all federal, state and local laws. Supports the advertising and promotional objectives of the HR department to meet expectations of hiring professional and knowledgeable faculty and staff including the use of social media inside and outside the University.

Serves as the primary contact for Human Resources issues in the absence of the Director .

Serves as the functional contact for HR issues on a day-to-day basis that involves process and procedure resolution including answering questions for HR staff and employees. Researches available policies, benefits plans, processes, and other resources to resolve day-to-day issues within the department for employees, supervisors, and administration.

Manages the position control process of appropriately placing employees in the University’s HRIS. Work in conjunction with the Director and with internal and external vendors to update, modify, and classify campus positions to comply with campus needs and FLSA standards. Sets up procedures for authorizing and input of new positions, ensures appropriate coding of budget allocation; appropriate IPEDS classification; and ensures the positions are updated with the appropriately assigned employees. Updates titles when appropriate.

Maintains the necessary systems to enable the Director to submit IPEDS data annually. Includes monitoring HRIS to ensure employees are appropriately categorized, updates for new employees and monitoring the tenure and non-tenure designations of faculty. Includes close interaction with IT and follow up on reports to maintain the integrity of the system.

Initiates process flow for the set up of various position/employee access. Processes status changes and manages campus notification process for new employees or changes in employee titles, functions, or locations. Manages this process to fit in with on-boarding and orientation programs as required.

Develops and modifies the MSSU 403(b) Plan. Coordinates the 403(b) and other investment process by maintaining vendor contracts and other mandated documentation. Reviews reports to monitor contributions limits and communicates with the campus regarding any program changes or developments.

Manages the background and reference checks of selected applicants prior to or after hiring.

Develop and coordinate orientation program for faculty and staff to include campus orientation, campus procedural and program knowledge; culture and campus community norms.

Enrolls new employees in benefit plans and provides benefits orientation. Assists in coordinating annual open enrollment process. Works with appropriate vendors to set up and terminate employees and make life changes in various benefit systems.

Assists with the coordination of the open enrollment process to include preparation of materials, scheduling meetings and speakers, answering questions from faculty, staff, family members and retirees.

Designs, coordinates and/or assists with special events including annual retirement seminars, health and benefits fairs, and other events as needed.

Provides a broad range of consultative services to all levels of employees regarding advice, assistance, and follow-up on university policies, procedures. Develops forms and processes when needed.

Performs other related duties as assigned.

Essential Duties (Training Specialist):

Develop effective training materials and presentations of information and learning materials.

Present information, direct structured learning experiences, and manage group discussions and group services.

Develop training goals to increase the skills, productivity, and quality of work among various learning levels of the training audiences.

Plan, organize, and implement university-requested trainings, including compliance topics, for new hires and veteran employees.

Coordinate Southern Supervisor Academy working to secure and schedule speakers, promote program and track participant involvement.

Coordinate Southern Summit, working with committee members to identify educational tracks, secure and schedule session speakers, promote event to campus personnel, conduct Southern Summit survey responses and track participant involvement.

Seek subject matter experts in and outside the campus community to provide specialized training in areas related to compliance topics, basic and enhanced on-the-job tasks, and soft skills.

Present to audiences comprised of non-technical staff, including campus faculty and support staff using audience appropriate learning techniques.

Meet with managers and supervisors and participants to conduct surveys to evaluate training effectiveness.

Produce and maintain training videos and printable guides to aid in the training process.

Develop relationships with the campus community to conduct needs assessments through surveys or other processes to determine on-going campus training needs.

Use a variety of training methods including on-the-job training, classroom training, simulations or problem-solving scenarios along with programmed instruction using interactive, multimedia instructional technologies.

Maintain accurate records of employee trainings and attendance/participation at various workshops reporting completion rates of university-requested and compliance trainings.

Helps to implement campus initiatives for University programs as requested.

Maintain the HR Training SharePoint web site by updating and posting training opportunities and update the campus calendar on the MSSU website regarding training opportunities.

Offer timely response to questions about training or offered training opportunities.

Serve on campus committees as well as coordinating the annual Years of Service and Superior Service Awards program and committee.

Other duties as assigned.

Education, Experience, and Licenses

Bachelor's degree from an accredited four-year college or university required. Master's Degree preferred.

Three to five years related experience and/or training.

HRCI certification preferred at the PHR or SPHR level.

Valid Driver's License and ability to meet University's insurance requirements for driving University vehicles.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to deal with non-verbal behavior in assisting with problem resolution.

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

• Ability to write reports, business correspondence, and procedure manuals.

• Ability to effectively present information and respond to questions from groups of administrators, faculty, staff, students, vendors, and the general public.

• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Requires the ability to accept, receive, and/or collect payments.

• Requires the ability to prepare and/or process purchase orders.

• Requires the ability to determine individual benefit eligibility.

• Requires the ability to make recommendations that impact the budget.

• Requires the ability to use small office equipment, including copy machines or multi-line telephone systems.

• Requires the ability to use computers for data entry.

• Requires the ability to use computers for word processing and/or accounting purposes.

• Requires the ability to establish policies for using, acquiring, and/or maintaining technology systems.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, feel or use a computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color perception, peripheral vision, depth perception, texture perception, and ability to adjust focus. Requires the ability to see, smell, taste, hear, and speak.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.