1337 Assistant Director of Human Resources, Employment and Employee Relations

POSITION IDENTIFICATION

TITLE Assistant Director of Human Resources, Employment and Employee Relations

CLASSIFICATION NUMBER 1337

GRADE 45

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director of Human Resources

MAJOR ADMINISTRATOR  Vice President for Administrative and Information Services

GENERAL FUNCTION
 
The Assistant Director of Human Resources, Employment and Employee Relations performs the full range of employment activities for non-academic administrative and professional staff of the University and ensures that applicants for employment meet minimum qualification standards. The Assistant Director of Human Resources, Employment and Employee Relations plans, organizes and conducts employee orientations for faculty and staff, schedules and coordinates new employee physical examinations, supervises the submission of requests for background checks, submits employment advertising for staff positions to newspapers and web sites, monitors the budgets for pre-employment physicals and advertising, supervises support and professional staff, oversees the updating of the department’s web site, and maintains various employment-related reports. 
 
 MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree in Human Resource Management, Business Administration, Management, Psychology or a related field is required.

Experience: At least two years responsible personnel experience is required, preferably involving employment and selection procedures, classification, or salary or benefits administration.

Skills: Knowledge of the principles and methods of personnel administration, including familiarity with automated records maintenance systems is required. Strong interpersonal and communications skills are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

 
1. Ensures that applicants for employment at the University meet minimum qualification standards by assisting supervisors in the selection process and determining the eligibility of candidates. 

2. Assures that the specific needs of the department and/or supervisor are understood by the Human Resources Office by conferring with supervisors to clarify the type and level of knowledge, skills, abilities, and education required for each vacancy.

3. Prevents University liability regarding employment selection practices by adhering to affirmative action and equal employment opportunity policies for non-academic employees and coordinating with the University’s Equal Opportunity Officer.

4. Determines the adequacy of applicant supply by recommending methods and sources of recruitment and providing authorized recruitment sources with vacant position information and job specifications.

5. Assists supervisors with the recruitment process by writing job vacancy advertisements and submitting the advertisements to the appropriate newspapers and web sites.

6. Interprets the University's policies and procedures regarding employment to supervisors by advising and explaining the authorization, recruitment, selection and employment process for non-academic full-time and temporary employees.

7. Performs technical data processing activities associated with the automated personnel and payroll records administration functions by coordinating efforts in the compilation and maintenance of personnel records.

8. Works with Procurement Services in the development and distribution of Requests for Proposals (RFP) by identifying potential vendors for various employment-related activities, such as temporary services, clerical testing, background checks, and document storage. 

9. Facilitates the indoctrination of new employees and assures completion of appropriate administrative in-processing by planning, organizing, and conducting employee orientations, scheduling and coordinating new employee physical examinations, and coordinating criminal background checks for new and transferring full-time employees.

10. Verifies employment data requested by various outside agencies on current and previously-employed personnel by reviewing personnel records and completing associated employment verification forms.

11. Assists in the resolution of personnel-related matters by counseling employees and supervisors regarding employment conditions, providing information involving personnel policies and regulations, interpreting union agreements, and attempting to resolve misunderstandings concerning these matters.  

12. Monitors the out-processing program of staff by advising employees of terminating rights, layoff policies and procedures, and conducting exit interviews when requested.
 
13. Facilitates the conversion of paper personnel records and other related paper personnel documents to a CD by coordinating the review of each record and providing guidance regarding the retention of appropriate documents in the personnel records and other related personnel files for scanning.

14. Fulfills the needs of the University in attracting qualified non-academic staff by providing the leadership in developing efficient and effective recruitment and hiring programs.

15. Manages the employment activities for all non-academic University vacancies by implementing recruitment efforts, supervising testing and monitoring referrals and placement of candidates.

16. Prepares statistical studies and reports of various personnel activities (e.g. turnover, applicant flow, new hires) and provides information for projects and publications by compiling and analyzing data from personnel records.

17. Promotes the professional and personal development of the University staff by assisting in the planning and coordination of personnel training and staff development programs.

18. Provides current information to applicants and employees of the University by overseeing the updating of the department’s web site and responding to the department’s emails.

19. Complies with the State of Missouri’s Ethics Commission by ensuring the Financial Disclosure Statement is distributed to new, transferred, and promoted employees and annually updating the master list of employees required to complete the Financial Disclosure Statement for the University’s Office of Internal Audit.

20. Monitors the maximum number of hours a part-time employee can work at the university by overseeing a quarterly report of current hours worked by part-time, hourly employees to supervisors and department heads.

21. Coordinates the annual update of the Campus Phone Directory by providing employee information to the Office of Publications.

22. Coordinates the annual update of the university’s Undergraduate Catalog by providing the employee information to the Office of the Registrar.

23. Manages the employment function for nonacademic personnel by providing direct supervision to professional and support staff employees.

24. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Director of Human Resources.

25. Contributes to the overall success of the Human Resources Office by performing all other duties and responsibilities as assigned.

SUPERVISION

The Assistant Director of Human Resources, Employment and Employee Relations reports to and receives administrative supervision from the Director of Human Resources, functions independently within the guidelines of the University's personnel policies and regulations, exercises considerable judgment and initiative in planning, organizing, and completing assignments, and supervises and coordinates designated professional and support staff.

OFFICE OF HUMAN RESOURCES
REVISED JULY 2007

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.