Position Details
Position Information
Department
Univ Human Rsrcs Central (QFA)

Position Title
Academic Wage Appt - Salaried

Job Title
Academic Wage-Salaried: Protected Leave Specialist/Time & Attendance AskHR Supervisor

Appointment Type
Academic Wage

Job Location
Corvallis

Benefits Eligible
Full-Time, benefits eligible

Remote or Hybrid option?
Yes

Job Summary

University Human Resources (UHR) is seeking a salaried Academic Wage: Protected Leave Specialist/Time & Attendance AskHR Supervisor. This is a full-time (1.00 FTE), 12-month, fixed-term position.
This position will be used to backfill for those in UHR supporting the Administrative Modernization Project (AMP) and is anticipated to last for one to two years; however, staffing needs may dictate flexibility in the appointment's duration.
The position provides functional direction and management of the University's Protected Leave programs, the University's graduate family medical leave programs, and the Classified employee donated leave program. Oversight includes compliance with the Family & Medical Leave Act (FMLA), the Oregon Family Leave Act (OFLA), the Graduate Student and Graduate Assistant Family Medical Leave program and the University's donated leave program(s). This position will partner with other Office of Human Resource team members, Service Centers, and other University Offices (Equal Opportunity Access, Family Resource Center, Office of General Counsel, Office of Work Life etc.) in the development of resources, policies, and trainings.
This position also performs a full range of professional responsibilities and program oversight that includes management of the AskHR . This includes:

• Management of the AskHR team, who are often the first point of contact for customers to ask questions when they are unsure of who else to ask. The team provides consultation, training, subject matter expertise, and quality customer service to the Oregon State University (OSU) community through the AskHR phone and email inbox. Monitors and assesses customer needs and provide process and communication improvements to better serve their needs.
• Assists with the Staff Fee Privilege program, an employee benefit that eligible employees can apply for to receive reduced tuition rates for themselves or qualified family members. Ensures that the requests are responded to quickly and accurately as this is a crucial program that has significant financial impact to eligible employees.

The position requires someone with strong communication skills, accurate data entry skills, and excellent organizational skills.
Why OSU?

Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100 undergraduate degree programs, 80 graduate degrees plus hundreds of minor options and certificates
• 35k students including more than 2.3k international students and 10k students of color
• 217k alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities

35% - FAMILY & MEDICAL LEAVE ACT (FMLA) & OREGON FAMILY MEDICAL LEAVE ACT (OFLA) PROGRAM ADMINISTRATION

• Responsible for management of the University's FMLA/OFLA database (WorkForce ACT) and is the content expert. Recommends improvements and updates to the program. Impartially manages protected leave cases requested while considering unique employee circumstances including the review, approval, and denial of cases. Develops the communication used in the approval and denial notification and ensures that communication is clear and easily understandable by employees with varying literacy levels.
• Develops and implements management decisions to ensure program compliance to laws, rules and regulations; provides technical expertise to the University in the functional areas assigned; oversees, develops, and recommend solutions to protected leave, benefit and other leave policies. Regularly assesses processes to identify and address potential biases. Considers how policies impact underrepresented groups and propose adjustments to ensure fairness and equity. Performs a variety of administrative and analytical tasks and projects in the functional areas assigned.
• Develops, maintains and delivers guidelines, training, and other resources on leave programs to/for diverse groups of University members, ensuring that training is inclusive and accessible for all employees. Trainings may include but are not limited to workshops and webinars. The position serves as a key point of contact regarding employee and supervisor issues pertaining to the Family & Medical Leave Act (FMLA), the Oregon Family Leave Act (OFLA), the Graduate Student and Graduate Assistant Family Medical Leave and the University's donated leave program(s).
• Provides consistent University-wide program management for employee leaves covered by Federal and Oregon law, which includes but is not limited to the following duties:
  • Serves as the primary employee point of contact for FMLA/OFLA matters. Functions as an internal consultant to employees and University contacts by meeting with the employees, providing guidance, and approving or denying request for leave.
  • Meets with the employee's supervisor to review FMLA/OFLA leaves; Manages and maintains relationships with University contacts. Coordinates with key staff on issues relating to Workers' Compensation, ADA, benefits, payroll, and reporting of leave. Responds to customer inquiries. Receives, reviews and administers medical certifications and makes approval decisions based on information received. Reviews and administers related documents; generates necessary reports. Keeps the University informed of leave related policies, procedures, and regulatory requirements through internal campus communications, development of written guidance or handbooks, sending formal letters, and providing departmental training sessions.
  • Administers Graduate Medical Leave. Reviews and process cases approving or denying requests for leave. Meets with graduate employees to explain leave process and policies. Coordinates graduate medical leave by working with the Graduate School, Central Payroll, and the Employee Benefits Team to assure accurate payments and benefits while employees are on leave. Manages graduate donated leave program.
  • Develops, implements, maintains, and evaluates processes, procedures and controls necessary to ensure University compliance with FMLA/OFLA requirements.
  • Utilizes Access and Workforce ACT databases to track leave records. Works with UHR HRIS staff to transfer information from WorkForce ACT, collects statistics and prepares reports pertaining to FMLA/OFLA leave.
  • Interprets and explains OSU policies and procedures, state and federal laws and collective bargaining agreements outside or beyond normal scope of business centers. Works with other areas in UHR and Payroll to ensure employees' leave is administered according to all rules, regulations and collective bargaining provisions. Investigates discrepancies and takes steps to resolve them with the appropriate parties; refers significant issues outside normal scope of authority to Director of Employee and Labor Relations and/or the UHR Executive Director.
  • Includes high-level case management and issue resolution; policy/procedure questions related to eligibility issues, contract interpretation. Update of appropriate documentation and communication of policies/procedures. Participates in design and testing of technology solutions for time/leave collection. Reports issues and recommends improvements. Recommends and implements new processes and procedures in other areas. Presents at campus training sessions sponsored by UHR.
  • Identifies areas of non-compliance (i.e., non-compliant time/leave reporting); follows-up with appropriate offices to enforce compliance of rules, policies and regulations, and collective bargaining provisions, and resolve issues. Creates reports as needed.
• Researches and evaluates complex or conflicting information. Works independently to resolve problems.
• Works productively with frequent interruptions and in close proximity with co-workers.
• Promotes responsive, inclusive, customer-oriented service in job responsibilities, exhibiting a commitment to anticipating, understanding, and responding actively and sensitively to diverse and unique customer needs. Conveys a respectful, positive and professional attitude and communicates with employees in a fair, unbiased manner, being sensitive of cultural differences.

15% INITIATE AND MANAGE LONG AND SHORT TERM DISABILITY CLAIMS AND HARDSHIP LEAVE COORDINATION

• At employee's request initiates Short Term or Long Term Disability claims. Serves as point of contact for all of OSU with The Standard insurance. Manages discrepancies. Works with Central Payroll to manage time sheets and resolve pay issues. Audits, reviews and adjusts employee timesheets after initial HR Service Center audit.
• Works with other areas in UHR and Payroll to ensure employees' leave is administered according to all rules, regulations and collective bargaining provisions. Investigates discrepancies and takes steps to resolve them with the appropriate parties. Manages death claims with empathy.
• Administers Hardship Leave Program per the SEIU Collective Bargaining Agreement.
• Administers hardship leave processes and materials. Explains hardship leave to employees and provide resources. Reviews time sheets for accurate hardship leave usage. Provides information to the HRIS team regarding leave adjustments. Completes calculations and adjustments for donations received. Tracks Hardship leave pool amount.

30% ASKHR

• Provides coordination and oversight to all facets of AskHR.
  • Ensures staffing on AskHR team is adequate to provide coverage.
  • Creates monthly schedule to ensure AskHR is fully staffed during normal business hours.
  • Communicates schedule to team members, assists with coverage during absences, and ensures shared calendar is up to date with assigned schedule.
• Assists in answering AskHR phone calls and emails received from a diverse group of customers with varying literacy and fluency levels.
• Provides initial and ongoing training to AskHR team members, ensures all team members have necessary access to systems.
• Develops and maintains resource documents and reference materials for the AskHR team to ensure accurate and consistent customer service.
• Compiles and disseminates information to the team in an accurate and timely manner ensuring all team members have the most up-to-date information available to assist customers.
• Develops processes to ensure consistency and excellent customer service. Regularly assesses processes to identify and address potential biases. Consider how processes impact underrepresented groups and propose adjustments to ensure fairness and equity.
• Utilizes ticketing system to provide regular monitoring and assessment.
• Compiles data, reviews, analyzes and provides program data to leadership as needed.

10% SUPERVISION

• Provides leadership, direct supervision and full supervisory authority for the work and performance of Help Center Specialists and Technicians. Fosters an inclusive team environment that values diverse perspective and ensure equitable opportunities for growth and development of team members.
• Plans and approves workload to ensure fair distribution that considers individual strengths and limitations; follows-up with each employee to ensure work assignments are completed on time, deadlines are met, and work is accurate. Encourage open communication regarding workload challenges.
• Provides coaching and mentoring, disciplines employees as required, prepares performance evaluations, responds to grievances, and manages overall performance of employees up to and including termination. Applies consistent standards regardless of background. Recognize and address any unconscious biases during performance evaluations. Provides constructive feedback that supports growth.
• When vacancies occur, will manage the recruitment process utilizing inclusive recruitment practices and makes hiring decisions.
• Develops the effectiveness and competence of the Help Center team. Encourages continuous learning and awareness and create opportunities for cross-cultural collaboration.

5% STAFF FEE BENEFIT PROGRAM

• Assists in answering questions and processing employee Staff Fee Forms.
• Provides initial and ongoing training to team members and ensures all team members have necessary systems access.
• Assists with developing and maintaining resources and processes to ensure accessibility, consistency and timely processing within the team.
• Regularly monitors the Staff Fee mailbox to ensure inquiries and requests are processed and responded to in a timely manner; ensures all deadlines are met.
• Collaborates with central partners on unique situations. Compiles information, considers diverse perspectives, researches, and responds to inquiries.
• Ensures all situations are resolved in a timely manner.
• Works with Employee Benefits to update the Staff Fee form as needed.
• Updates and maintains Banner tables necessary for staff fee processing.

5% - OTHER DUTIES AS ASSIGNED

• Work on special projects as assigned. Provides assistance to the Chief Human Resources Officer, the UHR Executive Director and Director of Employee and Labor Relations. Assists with formulating, determining, and effectuating managerial policies in the area of collective bargaining.
• Administers the collective bargaining agreements for SEIU and CGE contracts. Responds to request for evaluation of bargaining proposal impact on processes and administration of benefits, as directed by Chief Human Resources Officer, the UHR Executive Director and Director of Employee and Labor Relations.
• Provide training to team members.

What You Will Need

• Bachelor's degree in Human Resources Management, Business or Public Administration, Behavioral Sciences or Organizational Development/ Behavior and three years of professional level human resource experience (a master's degree in any of the disciplines listed may substitute for two years of professional level experience) OR SPHR or PHR and three years of professional human resources experience OR Five years of professional level human resource experience.
• At least one (1) year of experience performing lead work and/or supervision that included: planning, assigning, and equitably distributing work; conducting unbiased periodic reviews and/or evaluations; determining subordinates' training needs and arranging for such training while ensuring equal access to development opportunities; motivating subordinates to work effectively; determining the need for disciplinary action and recommending or initiating disciplinary action while ensuring fairness in disciplinary processes; and coaching, mentoring and training staff/teams.
• Experience working in a diverse, fast-paced customer-oriented environment.
• Strong written and oral communication skills, including the ability to utilize inclusive language.
• Ability to analyze complex and sensitive issues and situations through an inclusive lens, identify alternative solutions, forecast consequences of proposed actions, consider how proposed actions may impact diverse groups and anticipate potential biases, and implement effective course of action.
• Ability to conduct unbiased research and analyze data and complex information from diverse sources and develop valid conclusions, recommendations and reports, and prepare clear and concise written reports on technical subject matter.
• Ability to generate and audit management reports using various databases and software.
• Ability to effectively collaborate and build relationships with diverse groups of key stakeholders.
• Demonstrated commitment to inclusiveness, collaboration and teamwork across organizational levels and boundaries.
• Ability to anticipate, understand, and respond to diverse customers with unique needs in a respectful, positive, confidential, and sensitive manner.
• Ability to be flexible, adaptable and willing to contribute to the success of team or department goals.
• User-level experience with the following software: Database and reporting tools; Windows-based software; and Microsoft Office applications: Word, Excel.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have

• Experience in human resources management in employee benefit or employee relations program.
• Experience in FMLA/OFLA and/or leave administration.
• Experience performing human resources duties in an institution of higher education or comparable environment
• Experience in database maintenance.
• Experience managing a team in a call center or help desk.
• User-level experience with the following software:
  • SunGard Higher Education Banner (HRIS module)
  • Data Warehouse
  • Microsoft Office: Access, Powerpoint
  • Workforce ACT

Working Conditions / Work Schedule

Typical office environment with some remote work options dependent on business need and approved by supervisor.
Pay Method
Salary

Pay Period
1st through the last day of the month

Pay Date
Last working day of the month

Recommended Full-Time Salary Range
$48,000 - $58,000

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/155591
Posting Detail Information
Posting Number
P08158UF

Number of Vacancies
1

Anticipated Appointment Begin Date
07/01/2024

Anticipated Appointment End Date
06/30/2026

Posting Date
06/10/2024

Full Consideration Date
Closing Date
06/24/2024

Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact: Emily Farrell at emily.farrell@oregonstate.edu
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu .