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Hiring & Recruitment: Responsible for overseeing recruitment process, and advising hiring manager of rules and regulations regarding positions within the CoD. Initiates job postings for various units and departments within the CoD. Enters the initial hires via electronic personnel action forms (ePAF) and verifies GatorStart completion. Ensures that new employees sign up for (and complete) orientation and other appropriate training courses. Enters any updates to positions via ePAF. Meet with employees who are scheduled to terminate employment to complete an exit interview and process terminations and leave cashouts via ePAF. Entering hires/additional pay through ePAF for Self-Funded Payments (SFP) for employees who have assisted in a College of Dentistry Continuing Education course and other lump sum payments. Assist with entering of payroll distributions for new hires, modifying distributions of current employees as needed, and activating/modifying fiscal year rollover of distributions. This position also processes appointments for pre/post doc fellows, courtesy faculty and resident/housestaff. Serves as a backup on faculty searches, onboarding faculty and other HR processing including annual raise/termination files.
Benefits/Leave: Advise and assist employees with benefits/retirement/open enrollment and leave issues. Assist and advise employees and supervisors with FMLA questions.
Assist with yearly faculty renewal letters and toolkit evaluation process, drafting evaluations, and troubleshooting the faculty toolkit as requested by the Director and Chief of Staff. Advise and assist managers with UF Engaged performance appraisal process. Regularly review and update HR website and other resources and as requested as changes come up.
Payroll/Admin: Review the biweekly preliminary pay list for the dean’s office for accuracy and resolve any discrepancies before paychecks are received. Prepare requests for emergency checks, off-cycle, and on-cycle corrections (if needed). Return wage refund checks (as needed). Perform quarterly leave audits. Enters any correction from audited pay list. Advises employees and managers on proper university policies and procedures relating to leave and time reporting. Will be the main college resource for time/leave entry questions.
Oversees the creation, maintenance, and updates of personnel files in the CoD to ensure documents are located in the correct areas of each file. This includes creating personnel files for new hires, moving terminated files and running quarterly reports to verify accuracy of active/inactive personnel files. Requests to purge documents in accordance with University of Florida (UF) policies and procedures.
Quarterly monitoring of annual training requirements and contacting department administrators for employees who are out of compliance. Run reports every quarter to verify compliance. Quarterly audits of email distribution lists. Responsible for updating and maintaining dean’s office organizational charts and monitoring updates to departmental and unit organizational charts. Sending quarterly requests to departments to provide updates to organizational charts. Provide reports (as needed) regarding compensation, salary equity, hiring, leave etc.
Monitors HR processes and procedures updates and provides recommendations for process improvements to Director. Assist with office coverage when other staff members are out of the office. Other duties and special projects as assigned.
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