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HR Liaison & ePAF Originator
Initiates job actions in the electronic Personnel Action Form (ePAF) System including: hires, terminations, leaves of absence, pay increases, FTE changes, Persons of Interest, vacation leave cash-outs. Enters employee payroll distributions upon hire authorization. Prepares and issues appointment letters and other HR documents, uploading required documents to OnBase. Communicates with other HR Liaisons on job actions (ePAFs) requiring collaboration between both units. Advises Chair, faculty, and staff on complex HR matters.
Acts as liaison between hiring supervisor, applicant, and UF offices to ensure a smooth hiring process. Informs hiring supervisor of any rules/regulations associated with the new hire. Meets with prospective hires for onboarding appointments (collects and inspects hire paperwork, notarizes forms as needed, completes I-9 verification process, and explains remaining steps to incoming employee). Facilitates visa processes for foreign nationals and communicates with faculty sponsors, UFIC and EVS to ensure compliance with University, state, and federal regulations. Monitors visa expiration report and ensures all active employees have sufficient and current work authorization documents on file.
Manages cyclical HR, academic, and fiscal deadlines, working closely with Academic Coordinator and Accountant to ensure HR transactions and communications are timed appropriately. Enters Graduate Assistant Letters of Appointment each semester. Calculates and initiates faculty payments for UF Online and Distance Ed course sections each semester.
Recruitment
Develops position descriptions and manages job requisitions for posting on UF Careers website. Collects applicant data for hiring supervisor, schedules interviews, and obtains clearance from UF Talent Acquisition to make an offer. Collects degree validation for foreign degrees, initiates background screenings, and verifies experience as needed.
Works with IFAS HR to initiate faculty searches, ensuring appropriate paperwork is submitted and search committee has completed online training prior to conducting interviews. Assists Chair and search committees with search process. Redacts and organizes candidate applications for initial review by search committee. Works with Chair, Accountant, and search committee to determine information needed to draft necessary forms for new position creation and approved position announcements. Communicates with new faculty and IFAS HR before, during, and after the hiring process to ensure a smooth onboarding.
Tenure & Promotion Administrator
Provides expert administrative support to Department Chair and faculty in the Tenure & Promotion/3rd Year Review process. Develops guides for chair and faculty to know their responsibilities. Tracks items needed to successfully complete the T&P/3rd Year Review process, ensuring deadlines are met.
Assists Chair with compiling and finalizing list of external reviewers. Keeps track of quality of past review letters, communicates with identified external reviewers to solicit letters and bio sketches. Oversees faculty votes and uploads documents to Online Promotion/Tenure (OPT) system. Holds delegate chair access to upload documents on behalf of the Chair. Tracks upcoming faculty going up for T&P/3rd Year review. Interprets and implements UF/IFAS T&P policies and procedures.
Time & Labor/Payroll
Supervises biweekly payroll and time reporting processes. Ensures department’s time input and approval is completed by established deadlines. Provides second and final review of biweekly paylist and ensures any discrepancies noted by Admin Assistant are resolved. Maintains a departmental payroll spreadsheet used to track employee work hours. Creates and manages time approval groups for supervisors.
Department Security Administrator (DSA)
Initiates requests to grant or remove employee access to myUFL applications in the Access Request System. Ensures employees have taken all necessary trainings and assigns the appropriate security roles for specific functions of myUFL. Resolves conflicting role requests. Certifies roles for transferring employees to ensure access to applications is not lost in the transition. Monitors security role expiration reports and communicates with supervisors on re-certification to ensure employees hold the appropriate security roles.
Employee Records & Directories
Serves as IFAS Directory Liaison and Identity Management Coordinator in the ONE.UF Person Hub. Creates UFIDs and manages department affiliations. Maintains confidential and accurate HR records and follows the University’s records retention schedule. Creates and maintains a library of departmental HR forms and documents.
This position supervises the SWES Administrative Assistant and Academic Assistant.
Normal work hours are Monday-Friday, 8:00am to 5:00pm.
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