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The Human Resources Generalist II coordinates HR and Payroll activities within the HR/Payroll Shared Services Office that serves over 850 faculty, staff, and affiliates within the Department of Pediatrics. This position works with the HR/Payroll Manager to assure compliance of all rules, regulations, policies and procedures as they pertain to employment at the University of Florida. The incumbent should be a subject matter expert for the department on HR and payroll processing guidelines which are set forth from the College of Medicine, Vice President’s office, Academic Affairs, Personal/Payroll division, State of Florida and Board of Education. This position will assist department leadership and other HR team members in the following for the department: Review and process HR onboarding and offboarding actions for TEAMS, OPS, Graduate Assistant’s, Students, and other assigned staff groups. Managing, processing and logging required paperwork for a variety of HR personnel actions. Assisting the assigned Hiring Manages with recruitment actions, as requested. And running assigned reports and reviews. The incumbent will need to maintain a high level of confidentiality inherent to this position due to the type of information involved.
Recruitment & Hiring:
Alongside the HR/Payroll Manager this position acts as the main point of contact for the coordination and workflow organization for the department recruitment process. At the request of various department administration and hiring managers they will operate as the liaison for coordinating interviews and applicant reference checks. Additionally, they will be responsible for the administrative review of new positions or requests to fill vacant positions for their assigned divisions covering TEAMS, OPS, STAS, FWS, and Post-Doc salary plans. The incumbent will be responsible for processing and reviewing their assigned division’s hire related forms and related documents for accuracy and oversee the approval process of such actions such as hire requests, position descriptions, organization charts, and communication and justifications for new positions.
After approval to hire has been granted, the incumbent will be responsible for posting the position via PageUp to the UF job boards as well as the communication of all related recruitment actions to the assigned division, hiring manager, and team. Examples of these tasks include: notification of posted position, managing of the re-posting and closing of job requisitions, applicant reviews, interview scheduling, and reference checking.
Once a candidate is selected, the incumbent will be responsible for managing and completing the new hire checklist for the new staff as well as all communications and actions of the onboarding process to the department which will include: clearing the selected candidate for hire; drafting and sending the offer letter to the candidate; completing any applicable background requirements (HireRight, OIG, Level IIs, and DCF Level II background screening); sending the candidate appropriate hire paperwork and managing the timeliness of paperwork completion; entering hire ePAFs into PeopleSoft for approval; ensuring all new hire trainings are completed on time; confirming and entering distributions for payroll and informs division when the hire is completed; updating department organization charts.
Divisional HR Action Processing:
The incumbent will be assigned with the review and tracking of all the HR functions within their assigned divisions. This can include forms and actions such as: special payment increases; HR 600s; Position Updates; distribution updates & PDRRs; FTE changes; supervisor updates; employee job edits; LOAs; and employee terminations.
The Incumbent will also be the point of contact for HR action advice for their assigned division and are responsible for keeping up to date with all COM and UF policies and procedure updates.
Payroll/Timekeeping:
The incumbent will operate as the time reviewer for their assigned divisions ensuring compliance with UF timekeeping standards. This requires the incumbent to be knowledgeable of UF payroll practices and standards including reporting codes, holidays, PTO submissions, and time reporting. Responsible for assisting supervisors and Divisional Administrators with bi-weekly time approval and any payroll related questions. Acts as a back-up time approver for assigned divisions.
Process Review & Training:
At the direction of the HR/Payroll Manager and/or department leadership the incumbent will review process improvements and updates for internal department HR actions and workflows. They will assist in the training of new HR/Payroll personnel and develop training maps for key administrative positions within the department to ensure access to user roles and systems needed to complete position tasks within the PeopleSoft system.
Department FMLA Coordination:
The incumbent will be responsible for all FMLA correspondence, documentation, and provide staff and faculty with guidance on the UF FMLA process for the Department of Pediatrics. They will also be tasked with the timely updates of staff and faculty job records when employees go on FMLA leave and when they return to work.
HR Reporting:
Assists the team in assigned monthly and yearly payroll and HR reports which can include:
• Monthly OPS Time Worked Report
• Bi-Weekly Pay List Reporting
• Monthly Supervisor Report
• Monthly Hire/Term Report
• Monthly Cash Out Report
• End of semester FWS and Student Enrollment Confirmation
• Affiliation End Date Tracking
• Department HR action tracking
• Other internal department employee reports and audits.
Department Security Administrator:
Functions as one of four Departmental Security Administrators (DSA’s) . Verifies and enters requests for IT roles for based on Divisional Administrator requests. Creates UFID numbers based on UF IT guidelines.
Any other HR/Payroll tasks as assigned.
*This is a time-limited position.
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