Job no:532967
Work type:Staff Full-Time
Location:Main Campus (Gainesville, FL)
Categories:Human Resources, Veteran's Preference Eligible
Department:33050000 - HP-PHYSICAL THERAPYClassification Title:

Human Resources Generalist I

This position works closely with the Assistant Director of Administrative Services in the Department of Physical Therapy (PT), College of Public Health and Health Professions (PHHP). The primary responsibility of this position is to manage all aspects of human resources within the department. This includes but is not limited to, coordinating and executing the recruitment and hiring processes, handling human resource transactions, managing payroll, facilitating onboarding and training, as well as maintaining accurate and up-to-date personnel records.

This position is responsible for the primary day-to-day functions of the human resources operations of the department. In this role, the incumbent serves as the primary point person and is responsible for all staff-related salary plans and works with the Assistant Director to coordinate functions related to faculty salary plans. This position also provides guidance and support to the department chair, faculty, staff, and students regarding human resources policies and procedures, ensuring compliance with federal, state, university, college, and departmental regulations. Serving as the primary contact for all human resources functions for the department, this is a highly professional position requiring daily contact with students, staff, faculty, and the greater university community.

Position-Specific Details Include:

Recruitment & Hiring

• Guide faculty and managers within the department on writing position descriptions, interviewing candidates, negotiating salary, and calling references during the recruitment process.
• Ensure that approved recruitments are accurately posted (as applicable and necessary, depending on the type of position) on UF Careers.
• For faculty salary plans, this position will work with the Assistant Director in all aspects of faculty recruitment including monitoring required search committee compliance training, posting advertisements, and assisting with the offer letter as needed.
• Incumbent will manage all aspects of staff salary plans including posting positions, drafting offer letters, ordering criminal background checks, reviewing applicant pools, and completing and/or assistant hiring managers with reference checks.
• Notify managers and Assistant Director, as applicable and necessary, of new applicants, and track recruitment activities and status of applicants. Monitor selection criteria and work directly with hiring authorities to ensure compliance with regulations.
• Liaison for pre-employment health assessments.
• Once position is filled, ensure the applicants are dispensed appropriately in UF Careers and that the recruitment is closed out electronically.
• Process in PeopleSoft all levels of hires within the department, including TEAMS, Postdoctoral Associates, OPS, Graduate Assistants, Student Assistants, federal work study, courtesy, and volunteers. This includes data entry of all hires, ensuring that the appropriate hire paperwork/documentation has been completed and that the required trainings have been taken.
• Create personnel files for all new hires. Update current files as needed.
• Facilitate new hire processes including but not limited to establishing email accounts, requesting after hours building access, requesting drive access, submitting Gator1 card requests. Communicate new hires to administrative staff and grants core.
• Ensure distribution budget tables (DBTs) are entered in a timely manner and monitors DBTs needing grant funding to ensure they are updated.
• Create graduate letters of appointment for new graduate assistants and handle annual letter renewal process. Enter tuition waivers for graduate assistants and payroll distributions for all new hires.
• Liaise as needed between foreign national employees/hires, the Department, the College, the University International Center, the University Immigration Compliance Services, University Tax Services, and/or Fragomen and Associates (external provider) to make sure all necessary work authorization documentation is processed and current for all foreign national employees and incoming hires. Primary responsibility for J-1 Visas, assists Assistant Director with H1B and permanent resident processes.
• Assist Assistant Director with the composition of position descriptions and requests for reclassifications and/or new positions as assigned.
• Responsible for entering hires in the PHHP-ISA database and maintaining data for all employees within the system.
• Maintain records of all recruitments.

HR-Related Transactions

• Create position descriptions and facilitate requests for reclassifications, special pay increases, and/or new positions requested by the Department as assigned. Ensure the department’s organizational chart remains accurate.
• Process human resource transactions in PeopleSoft up to and including lump sum payments, additional pay, leave of absence requests, leave cash outs, terminations, FTE changes, SPI’s, position description updates, administrative and fellowship supplements, etc.
• Supervise and coordinate personnel actions, including personnel recruitment, drafting offer letters, appointments, onboarding/training, and annual compliance requirements for faculty, postdoctoral associates, graduate assistants, TEAMS employees, and OPS staff.

Payroll Responsibilities

• Manage time entry for the department and work with supervisors to ensure employees time is approved in a timely manner.
• Track faculty leave requests and approvals and obtain proper time approval documentation for personnel file.
• Review the bi-weekly preliminary and final payroll lists for the department. Follow-up with employees to ensure leave requests and entries submitted/entered immediately. Where indicated, notify supervisor of non-compliance.
• Responsible for accuracy of time approval in PeopleSoft including but not limited to sending email reminders to OPS and hourly TEAMS employees to ensure time entry deadlines are met, reviewing time entry for issues and exceptions prior to payroll approval deadline, obtain approval from supervisors regarding OPS and hourly TEAMS employees’ hours for the pay period. Troubleshoot payroll issues for employees.
• Train new employees on the time reporting system, department, college, and university policies; train new supervisors on the time approval system and associate policies; maintain time approval groups.
• Adjust or update timesheet for employees on an extended leave of absence.

Licensing, Compliance, & Tracking

• Monitor outside activity forms and alternate work location agreements, ensuring that all forms are completed accurately and processed timely. Follow-up on renewals in a timely fashion so that all approvals are in place prior to the expiration date.
• Oversee monitoring of required compliance trainings to ensure that all department employees remain current on the various trainings per University, College, and grant regulations.
• Keep UFSIP (self-insurance plan) database up to date to include all postdocs, faculty, clinical volunteers, and extra-curricular student activities) on a monthly basis.
• Assign UF ID numbers for visitors, research participants, and others, as requested, process department affiliation requests; act as point of contact for IT and network access requests.
• Serve as primary departmental security administrator for Physical Therapy and Rehabilitation Sciences Doctorate programs including requesting and certifying security roles.

Department Administrative Responsibilities

• Serve as departmental volunteer coordinator to ensure appropriate paperwork is on file, background checks are current, ePAFs entered, and volunteer hours are accurately tracked.
• Mentor supervisors on personnel issues, performance appraisals, and supervisor responsibilities.
• Attend HR workshop, staff, and faculty meetings.
• Assist with tenure and promotion and other faculty evaluative processes as needed and requested by the Assistant Director.
• Complete other duties as assigned.

$23.95 - $28.74 per hour; commensurate with education and experience.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit HR Benefits and Rewards (ufl.edu) .

Knowledge of University of Florida policies and procedures; knowledge of PeopleSoft; previous HR experience; strong written and verbal organization and communication skills; proficient knowledge of Microsoft Office Suite; demonstrated attention to detail; ability to maintain a high level of confidentiality.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy with your application for consideration.

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida’s Sunshine Law.