What are the responsibilities and job description for the Human Resource Representative - Swanlund Human Resources position at University of Illinois?

Human Resource Representative - Swanlund Human Resources

The University of Illinois is accepting applications for a Human Resource Representative in Swanlund Human Resources. The HR Representative will oversee key HR processes, ensure compliance withuniversity policies, and provide essential support in hiring, payroll,onboarding, and employee relations.

Duties & Responsibilities

Appointment & Employee Transactions

Process Academic, Civil Service, Retire / Rehire, Academic Hourly, Graduate, Student, and Extra Help appointments, ensuring compliance with university policies.
Assist departments in completing job descriptions and appointment forms for Academic Hourly and Extra Help positions.
Execute and route Service in Excess forms for approval and payment processing.
Direct apply Uni High lump sum transactions in the HR Front End. (Illinois Human Resources has delegated authority to Swanlund HR)

Onboarding & Offboarding Support

Facilitate employee onboarding for new hires, ensuring all materials are up to date.

Assist in the execution of exit strategies for departing employees.

Complete Tracker I-9 verifications and re-verifications, ensuring compliance with federal guidelines.

Payroll & Timekeeping Management

Review and approve the bi-weekly payroll process, including transfers and corrections through the PARIS HR system.

Process and monitor payroll adjustments, ANAs, and labor redistributions for all employee groups.

Troubleshoot timesheet entry and approval issues, assisting multiple units and collaborating with payroll and other campus departments.

Compliance & HR Administration

Process background and misconduct check requests, ensuring timely follow-up.

Work closely with International Student and Scholar Services (ISSS) to interpret and apply policies related to visa sponsorship (J-1, H-1, F-1 OPT, etc.) and green card processing.

Monitor the Appointments App, verifying documentation and ensuring accurate classification and processing of appointments.

Assist in tracking FMLA, PLFA, and other managed leave categories, escalating discrepancies for further review.

Maintain and update department personnel files and ensure accurate record-keeping.

Employee Relations & Communication

Address basic employee relations inquiries, escalating complex cases as needed.

Assist in managing shared HR email inboxes, responding to employee and department inquiries.

Keep units informed of leave policies, time reporting procedures, and payroll deadlines.

Develop and maintain strong professional relationships with directors, staff, and university stakeholders.

Other duties as assigned.

Minimum Qualifications

High school diploma or equivalent.

Any one or any combination totaling two (2) years (24 months) from the following categories below :

A.) Course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent :

30 semester hours equals one (1) year (12 months);

Associate's Degree (60 semester hours) equals eighteen months (18 months);

90 semester hours equals two (2) years (24 months)

B.) Progressively more responsible work experience maintaining, monitoring, and / or processing human resource records and reports.

Preferred Qualifications

Undergraduate bachelor's degree.

1-2 years of experience in job area.

Knowledge, Skills and Abilities

Demonstrate entry-level knowledge of concepts, practices, and procedures in a particular job area.

Diagnose causes of problems; proposes potential solutions within the goals of the direct functional area; apply broad knowledge of concepts and procedures to perform moderately complex tasks.

Operate with moderate oversight and may perform some tasks autonomously using discretion to know when an issue should be escalated, or additional input should be sought.

Knowledge of standard office applications such as Word, Excel, and Outlook in addition to Adobe Acrobat Professional.

Above average organizational skills, initiative, discretion, discernment, communication skills, both oral and written and inter-personal communication skills are all necessary for success.

Knowledge of or ability to become proficient in Human Resources applications such as Banner, HR Front-end, Cornerstone, JDXpert, and the retire / rehire system.

Appointment Information

This is a 100% full-time Civil Service 2135 - Human Resource Representative position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The position works in-person in an office environment. The salary range for this position is $45,000- $55,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6 : 00 pm (Central Time) on March 4, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact information for three professional references . In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Laura Bleakney at llbarta@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and / or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment / misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and / or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID : 1029452

Job Category : Administrative Support

Apply at :

Salary : $45,000 - $55,000

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