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Job Title
Unit HR Coordinator
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Job ID
32119
Location
Tampa, FL
Full/Part Time
Full-Time
Regular/Temporary
Regular
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Position Details
Dept Number/Name: 0-6401-000 / College of Public Health-Dean
College Division: USF Health-College of Public Health
Salary Plan: Staff
Job Code/Title: 4371 / Unit HR Coordinator
Hiring Salary/Salary Range: $40,000 - $50,000 annual
This position is hybrid.
Position Number: 00012637
ORGANIZATIONAL SUMMARY:
The College of Public Health prepares students, scholars, human service providers, policy makers, and other professionals to improve the quality of life, health, and safety of diverse populations and to promote positive change in individuals, groups, communities, organizations and systems. Through multidisciplinary teaching and research, service, and engagement with community partners, the College focuses on the rigorous development, dissemination/implementation, and analysis of innovative solutions to the complex challenges that affect the behavior and well-being of individuals, families, populations, and communities in which we live.
POSITION SUMMARY:
This position supports the Director of Human Resources/Diversity and Faculty Affairs in managing and processing all personnel activities in the College. This position is also responsible for assisting in the payroll process, including bi-weekly payroll preparation, payroll distributions and payroll expenditure transfers, as assigned.  This position will be responsible for coordinating the recruitments for faculty, staff, administrative, temporary, and all student appointments, onboarding of employees, coordinating employee evaluations with department, coordinating the employment and visiting visa's requests process, review and process all hiring paperwork for paid and non-paid appointments, assist with the paper work for processing tuition and scholarships payments for students and Graduate Assistants and serve as backup for the management of the College's attendance and leave process. This position ensures fiscal compliance with all payroll and personnel actions. Has knowledge of USF policies and procedures, able to run GEMS queries and reports as needed. Additional duties: management of the content for the COPH HR and COPH Diversity web sites. Assisting with the coordination of the diversity semi-annual and quarterly cultural activities and programs for COPH.
RESPONSIBILITIES:
APPOINTMENT PROCESS: Coordinate all appointments with the department coordinators regarding availability of funding for appointments on various state and grant accounts; ensure compliance with established policies and procedures; assures timely signatures for personnel actions. Conduct onboarding and exiting of employees. Enters information related to employment into the appropriate University and COPH HR data base systems, including GEMS. Initiate employee background check for required appointments. Complies information for special reports or projects as assigned by Director, or Deans.
Prepares letters of offer for Administrative, Staff, Faculty Adjuncts, OPS and GA/TA's, gathers appropriate signatures, and compiles enclosures to be sent to candidates. Verify funding and gather appropriate signatures. Faculty teaching appointments are SACS credentialed for the class they are teaching.
Works with COPH Office of Academics and departmental staff to coordinate graduate assistantship appointments and traineeships awards and assists with the contract process for GA/TA/RA's and traineeships awards and assists with the contract process for GA/TA/RA's and traineeship recipients. Compiles information about GA appointments and ensures request meet University and COPH GA guidelines.
Continues RESP_001: Process includes: Appointment Request Forms, Position descriptions, Educational verification, Verify hours worked and hourly rate of pay. Contact new hires and assist them through the university and COPH on boarding process for the new hire process.
STUDENT APPOINTMENTS: Work close with Academic and Students Affairs and department coordinators for Student appointments including SACS credentialing for our GA's /TA's, verify grades and academic standing, verifying residence and class registration.
OTHER APPOINTMENTS: Extra Comp appointments, SPI's, Non-Recurring.
Coordinate Performance Evaluation process for Staff, Administrative, Graduate Assistant and Post Docs.
Coordinate training for department coordinators on changes in University policies and College of Public Health appointment processes for the new semester. Conduct one on one training with new department coordinators.
TUITION: Coordinate and audit all submission and process scholarship, tuition waivers and third payments submitted by the College. Will receive a copy of all transactions submitted to Financial Aid or Cashier's Office, and will be responsible for reconciling the payments submitted with postings in the student accounts and resolving any problems that are identified. This position will also review student financial accounts as needed in the support and management of any of the special programs implemented or managed by the College of Public Health.  The employee will have access to and be familiar with Banner to resolve issues immediately.
RECRUITING PROCESS: Assists the hiring department with the entire recruiting process for new and/or vacant positions.  This includes establishing the job description, verification of funding, securing all required signatures, placement of advertisement on identified sources; notifying the departments when the applicant pool is available,  guidance in selecting a search committee and provide guidance on the interview and reference check process. Contacting the identified candidate and guiding them thru the hiring acceptance process and onboarding with USF.
Assist the Director with all personnel actions related to Faculty appointments. Assist with Career portal activities, secure funding, Position Descriptions, SACS credentialing, advertising), securing employment visa, background checks, other related activities.  Provide assistance in guiding the Faculty Search Committee members on the search process. Coordinating candidate campus visits with the hiring department.
Prepares advertisements for posting OPS students/GA positions and to advertise Career portal, Career Center and COPH list serves.
PAYROLL:  Prepare bi-weekly payroll for COPH employees, by collecting time sheets and auditing. Verify hours and auditing of timesheets; investigate and resolve problems related to payroll actions; work with department staff to ensure accuracy and procedural compliance. Compiles information for special reports or projects, e.g. reports requested by Dean, public records requests, departmental inquiries and reports required for grant preparation.
DISTRIBUTION: Prepare and enter pay distribution for new and continuing Administrative, Staff, Student and Non-Student OPS appointments in GEMS and HART.
FUNDING: Work with COPH fiscal department and Research to maintain accuracy for employee funding.
Work with the Director and Fiscal and Business Specialist (FBS) to ensure payroll accuracy and compliance. Assist the FBS with resolving any payroll problems (RSA, funding, etc.).
VISA PROCESS: Assist the Director COPH on the various types of Visa applications process for foreign national hires working with ISSS, FAO, other assign National Foreign Officials to ensure immigration compliance.
ATTENDANCE & LEAVE: Communicates USF Leave Process to employees, providing information regarding various leave programs; regulates consistency and accuracy to ensure compliance; monitors leave entered into GEMS for accuracy and address any discrepancies with the employee and supervisor. Maintain all timesheets/leave records and back up data related to time worked, for all employees. Generate special leave reports as requested by the Dean's office.
DIVERSITY PROGRAMS: Support the Director for Diversity with all assigned tasks; to include provide and promote semi-annual cultural awareness/community building activities and programs hosting quarterly for COPH faculty, staff and students.  Assist the Director in the development and management of the COPH Diversity Website that focuses on programs, policies and activities offered within the College and throughout USF designed to raise awareness of the importance of diversity and other duties as assigned.
Marginal Functions   general office duties (copying, filing, etc.)
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a Bachelor's degree in an appropriate field and one year of human resources experience. Four years of related human resources experience in office or administrative positions can substitute for the degree.
PREFERRED:
Bachelor's degree. Three years of Human Resources experience in an academic setting.  Experience working with USF systems, e.g. GEMS, Banner, Career Portal, Payroll certification, payroll distributions.  Experience using MS Office (including Word, Excel and PowerPoint), email, internet.  Experience using Teams.
SPECIAL SKILLS/TRAINING:
Must have good customer service, written and verbal communication skills.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 32119
Posting Date:  09/15/2022
Posting End Date: Open Until Filled
How to Claim Veteran's Preference :
This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
Click here for additional tutorial information.
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
Work Location
Campus map and location overview:
USF - Health
USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
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