| Job Description: |
Graduate Assistant Processing
New Hires, Job Edits, Terminations: Managing the process for graduate assistants involves several steps, including onboarding new hires, making job edits, and handling terminations. Serve as Human Resources consultant throughout the employee life cycle. Make recommendations to management on how to improve onboarding/off boarding procedures.
- Terminations:
- Determine the reason for termination (end of contract, resignation, performance issues, graduation).
- If required: Notify the graduate assistant in writing and provide the necessary notice period.
- Complete off-boarding/exit checklist for each Graduate Assistant
- Tuition Waivers: Provide guidance on the tuition waiver process for students. Prepares letters of appointment for students who are eligible for tuition waivers. Inputs LOA’s into the PeopleSoft system to generate tuition waivers. Works closely with UFHR and Financial Services regarding problems with LOA’s and tuition waivers. Ensure tuition waivers for SFFGS GA’s in other units are processed in a timely manner. Reviews internal processing of tuition waivers and makes recommendations on how to improve the process.
- Create and maintain Graduate Assistant database. Collaborate with school’s Research Administration Manager, Assistant Director for Administrative Services, Manager, Academic Support Services, and faculty on Graduate Assistant funding for stipend and tuition. Collaborate with other university departments on funding Graduate Assistants outside of School.
- Annual GA Evaluations: Oversee the evaluation process while keeping track of the evaluations. Follow-up with faculty to ensure evaluations are completed. Update the LOA in PeopleSoft with date of evaluation.
- Teaching Assistant (TA) Management: Hire, edit, terminate, and track teaching requirements for CALS GAs. Act as a consluatant for Tas as they move through the different phases of employment
- Graduate Education Committee: Serve on the committee.
- Training Attendance: Attend CALS, graduate school, and UFHR training sessions related to GAs. Utilize new/up to date best practices learned in training to improve internal processes
- Fellowship Management: Handle hires, additional payments, terminations, off-boarding/exit checklist, and advise on eligibility requirements for awards.
- Scholarship Processing: Collaborate with Administrative Specialist II and Assistant Director, Administrative Services to ensure timely processing and disbursement of scholarships and awards. Enter scholarship in PeopleSoft’s Add External Award to Student.
Postdoctoral Responsibilities
New Hires, Job Edits, Terminations: Manage the processing for post doctoral assistants involves several steps, including onboarding new hires, making job edits, and handling terminations. Serve as Human Resources consultant throughout the employee’s life cycle. Make recommendations to management on how to improve onboarding/off boarding procedures.
- Monitor 4-Year Time Limit and reach out to faculty supervisors during year 4 and/or 5 to see if there is a need for another year extension. Extensions: Process the request through The Graduate School for all 5 or 6 years extensions. Work with the International Center if the extension involves a foreign national to see if the employee is eligible for an extension on their current visa
Immigration Responsibilities & Visa’s
- J1 and H1B Requests for SFFGS: implement the process for all J1 & H1B visa requests.
- Manage J1 visa requests and extensions for applicable job classifications, including visiting scholars.
- Advising: Provide advice on federal regulations, policies, and procedures related to immigration.
- Regulations: Work closely with the International Center, Exchange Visitor Services and UFHR Immigration Compliance to ensure SFFGS HR Immigration processes are effective and compliant with legal and regulatory requirements.
Visas:
- Coordinate the processing of Visa requirements, in cooperation with UF International Center, before forwarding to IFAS HR Immigration Specialist.
- In cooperation with IFAS HR, UF HR Immigration Services, and Fragomen attorney offices, process H-1B Visa to employ nonresident aliens temporarily for UFVH qualified positions.
- Coordinate the processing of individual’s permanent residency status (Green Card).
- Visa Expiration Report: Monitor monthly report, including I-9 reverifications as needed.
- Work closely with the International Center to remain up to date on any immigration/visa policy changes.
Liaison Role; Consultation and Guidance:
Serve as a liaison with SFFGS academic staff and faculty.
- Ensure GA’s and Post Doc’s understand the leave and benefits available to them. Assist GA’s and Post Doc’s with Paid Family Leave and FMLA requests.
- Maintain the Graduate Assistant Listserv. Ensure all new graduate assistants are added to the list serv and removed upon graduation.
- Employee Relations: Will work with the faculty, graduate assistant, and employee relations to Investigate and resolve issues or employee complaints on behalf of management, including complex and unusual issues. Will work with employee relations representative on GA performance improvement plans and/or terminations.
- Advise the HR - Generalist III on GA/Post Doc HR issues such as staffing, recruitment, and employee relations.
- Monthly HR Engagements: Attend IFAS HR roundtables, view UFHR forums, and register for necessary HR training.
Consultation and Guidance:
- Serve as an HR consultant to faculty and staff, providing advice and guidance on Graduate Assistant and Post Doc HR-related matters including employee relations issues
- Advise managers and employees on GA & Post Doc employment laws, collective bargaining agreements, university regulations, and personnel procedures. Attend GAU meetings to ensure SFFGS remains in compliance with all graduate school rules and regulations.
- Prepare presentation for faculty training on Graduate Assistant and Post Doctoral Associate human resource issues, changes, updates.
Payroll
- Distributions: Coordinate the HR combo code distribution process for Graduate Assistants and Post Docs. Collaborate with Research Administration Manager, Assistant Director, Administrative Services, and HR - Generalist III on HR combo codes for payroll. Enter distributions in PeopleSoft. Process retroactive payroll distribution changes as necessary.
- Bi-Weekly Paylist Review: Review paylist after the HR Generalist I.
Self-Funded Payments
Process self-funded payments for faculty each semester. Coordinate HR600’s and self-funded payment forms for 54 faculty members. Annual payments total approximately $280,000.00.
Adjunct Faculty, Assist HR - Generalist III, HR Gen 1 Backup
Adjunct Faculty Hires: Assists the HR - Generalist III with adjunct hires by ensuring faculty are appropriately paid each semester.
Acts on behalf of the HR Generalist III in their absence by attending faculty and staff meetings as well as make decisions on complex matters in the HR Generalist III’s absence.
Backup to HR Gen 1 for OPS/STAS hires
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