Human Resource Assistant III or Human Resource Representative

Job Posting Title: Human Resource Assistant III or Human Resource Representative ---- Hiring Department: University Housing and Dining ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: To Be Determined at Offer ---- Earliest Start Date: Ongoing ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes This position is for either a Human Resource Assistant III or Human Resource Representative depending on the selected candidates qualifications and University Housing and Dining (UHD) business needs. This is an on-campus position. BENEFITS: UT Austin offers a competitive benefits package that includes: 100% employer-paid basic medical coverage Retirement contributions Paid vacation, sick time, and holidays Longevity pay Free Capital Metro bus rides Career growth & professional development Please visit our Human Resources (HR) website at to learn more about the total benefits offered when you join our team! Purpose This position supports approximately 1,500 students, part-time, and full-time staff that includes a large Spanish-preferred workforce and performs professional-level human resource duties, coordinating and administering human resource support. Provides customer service for University Housing and Dining Human Resources Office, as the first point of contact for employees and applicants. Utilizes Human Resources (HR) knowledge and advanced administrative skills, requiring the use of initiative and judgment. Responsibilities Serves as the initial point of contact for the Human Resources office. Greets employees, visitors, and students in English and Spanish; assesses needs and directs individuals appropriately. Answers, screens, and routes phone calls, emails, Teams messages, and inquiries to ensure accurate and timely communication. Responds to requests for information and provides high-quality internal and external customer service. Coordinates and facilitates the onboarding process and experience for new employees. Assists new hires in English and Spanish with completing, submitting, and tracking required employment documentation. Explains HR policies, procedures, and onboarding timelines to ensure compliance and a positive employee experience. Handles sensitive and secure documents appropriately and maintains confidentiality with routine and non-routine information. Advises managers and supervisors on HR processes and onboarding requirements. Provides comprehensive administrative support functions for the Human Resources office. Serves as the initial level of support for HR inquiries received through the ticketing system and shared email inbox, including review, response to standard requests, documentation, and referral to appropriate HR staff. Schedules and coordinates meetings, calendars, and office activities using SharePoint and Outlook. Maintains task lists, metrics, and deadlines, and finalizes audits of completed HR processes using established checklists and internal systems. Utilizes internal software, systems, and procedures to accurately process tasks and support effective office operations. Communicates effectively with coworkers. Maintains, updates, and organizes physical and electronic filing systems for the HR office. Manages the collection, tracking, and retention of recurring employment documents. Retrieves information from files when needed. Performs data entry, photocopies, scans, and securely transmits documents in accordance with records retention requirements. Receives, processes, and distributes incoming and outgoing HR mail, including confidential materials. Prepares and delivers inter-office correspondence across campus as needed. Coordinates closely with HR student employees, providing guidance on daily tasks and monitoring work quality. Assists with updating employee position assignments and employment actions in the Human Resources Information System (HRIS). Supports recruiting, marketing, and advertising efforts for open positions, including student employment roles. Assists applicants and hiring departments with the application and hiring process. Completes special projects, including disseminating HR-related information and supporting process improvement initiatives. Works independently and collaboratively as part of the HR team on both recurring and non-recurring projects. Required Qualifications Human Resources Assistant III High School Diploma or GED At least 4 years in a human resources function Knowledge or skill of personal computer and office equipment Human Resources Representative Bachelor's degree in human resource management, business administration, social sciences, public administration, or a related field. At least 2 years in a human resources function. Knowledge or skill of personal computer and office equipment Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bilingual in English and Spanish highly preferred. Experience in Workday. Experience working in a university setting. Experience with onboarding employees and/or new hire paperwork. Experience processing I-9s and/or using E-Verify. Experience with providing administrative support functions to the HR office including scheduling, organizing meetings, managing calendars, and/or other office activities. Ability to interpret meetings, read and translate documents, and effectively communicate in both English and Spanish. Salary Range Human Resource Assistant III $50,000+ depending on qualifications Human Resource Representative $57,000+ depending on qualifications Working Conditions May work around standard office conditions Use of manual dexterity Repetitive use of keyboard at a workstation Work Shift Monday - Friday, 8:00AM - 5:00PM. Hours and days may vary due to business needs. This is an on-campus position. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 . The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.