Senior Human Resources Coordinator

Job description

Job Posting Title: Senior Human Resources Coordinator ---- Hiring Department: Molecular Biosciences ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes: The Department of Molecular Biosciences leads in research and education spanning molecular, microbial, cellular, developmental, chemical, plant, structural and systems biology. Exploring the molecular foundations of biology and disease, our faculty include world experts in cell and developmental biology, systems and synthetic biology and structural biology. Our faculty and their teams not only make discoveries that change the world, they leverage these discoveries into state-of-the art courses and training experiences for undergraduate and graduate students as part of our core educational mission. Position Purpose: Provides comprehensive HR support for the Department of Molecular Biosciences, coordinating employee lifecycle processes, recruitment, immigration, onboarding, payroll, and HR compliance. Serves as a key departmental resource for faculty, staff, students, postdoctoral fellows, and research personnel, partnering with MBS leadership, the HR team, and University offices to ensure effective and compliant HR operations. Responsibilities 1. HR Operations & Employee Lifecycle Process assignment renewals and terminations for staff, students, and affiliate workers. Process summer non-teaching assignments for MBS faculty, summer undergraduate and graduate student assignments, relocation payments, ongoing faculty academic assignments, and modified services assignments for retired faculty. Monitor completion of Workday onboarding requirements, including background checks, Form I-9, dossier preparation for research positions, and employee orientation; ensure required tasks are completed within 30 days of the start date. Maintain and monitor employee timesheets; notify employees and supervisors of missing submissions; review and approve monthly employee timesheets; monitor overtime; and process leave balances for separating employees. Ensure hourly timesheets are submitted and approved prior to biweekly payroll processing. 2. Recruitment & Workforce Management Coordinate with MBS faculty and administrative teams to create new positions, develop and post recruitment requests, and support recruitment activities for research and other positions, including Postdoctoral Fellows, Research Fellows, Research Associates, students, and staff. Provide guidance and coordination throughout the recruitment and hiring process to ensure positions are established and filled in accordance with departmental and University requirements. 3. Visa Processing & International Employee Support Coordinate and submit J-1, H-1B, and Permanent Residency applications for exchange students, employees, and contingent workers/university affiliates. Coordinate visa extensions, modifications, renewals, and other immigration-related actions as needed. Work with the International Office to develop appropriate filing strategies for individual visa cases. Maintain and monitor a departmental visa tracking system to proactively identify upcoming renewals and expiration dates and ensure timely action. Present visa status and upcoming actions during weekly MBS HR meetings and coordinate follow-up as needed. 4. HR Compliance, Policy & Departmental Support Collaborate with the MBS HR Team, MBS administrative units, and central University offices to obtain and implement HR policy guidance. Assist the HR Manager with training and communication related to UT HR policies, procedures, and compliance requirements. Process and monitor the monthly Stopgap report. Support departmental compliance with University HR policies and changes in HR procedures. Provide backup support to the HR Manager and Senior HR Coordinator during peak workload periods and periods of staff leave. Required Qualifications Bachelor's Degree in Human Resources, Business Administration, Public Administration or related field. Five years of administrative experience with at least one year focusing on human resource functions. Demonstrated ability to manage multiple tasks with set priorities and objectives, while working with confidential matters. Must be able to work in a fast paced environment with constant deadlines and ability to manage long term projects. Demonstrated time management, critical thinking, and organizational skills. Relevant education and experience may be substituted as appropriate. Preferred Qualifications More than the required education and experience. Prior UT experience using administrative applications such as Workday, DEFINE and FRMS, EQUIFAX. Proficiency with DocuSign, Excel, Word and Adobe Acrobat. Demonstrated ability to take initiative and work both independently and as a team member without day-to-day supervision. Ability to work under pressure while maintaining a high level of accuracy, attention to detail and confidentiality Salary Range $65,000 + depending on qualifications Working Conditions May work around standard office conditions. Repetitive use of a keyboard at a workstation. Work Shift Flexible Monday - Friday between 7 am and 6 pm This position provides for work-life balance with typically a 40-hour work week that includes flexible work arrangements. 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.