Personnel Operations Coordinator

About the job

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

School of International Service

Time Type:
Full time
Job Type:
Regular
FLSA Status:
Non-Exempt
Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)
Union:

Excluded

Job Description:

Summary:

The Personnel Coordinator coordinates the day-to-day HR operations for the School of International Service. This position interfaces with university administrative units such as Human Resources, Payroll, University Budget Office and the Financial Aid Office, and is responsible for resolving problems that may arise. The Coordinator reviews and initiates personnel actions on behalf of the School and is responsible for the correct completion and timely submission of staff, and part-time actions as well as maintenance of internal employee records. In collaboration with hiring managers, the Coordinator works with SIS hiring managers to draft and update position descriptions for review by the Assistant Dean of Finance & Administration and HR. This involves providing technical guidance regarding university personnel and compensation policies and procedures to hiring managers. Together with the Assistant Dean of Finance and Administration, this position serves as the SIS HR Partner and represents the school at such meetings. Serves as the schools back-up timekeeper.

Essential Functions:

• 1.) Personnel Operations
• Reviews and initiates HR personnel actions, such as position creations, hires, terminations, wage changes, promotions, stipends and awards for SIS staff and student employees. Works closely with the SIS HUB to communicate personnel updates and coordinate the onboarding of new employees. Collaborates with SIS Office of Graduate Enrollment and Faculty Affairs to coordinate and process GFA stipends. Keeps abreast of changes to the organizational structure and processes position action forms to reflect the structural changes. Serves as the primary Human Resources contact for the School. Establishes and maintains the flow of timely communications with hiring managers to anticipate current and future hiring needs. Updates and posts vacancy advertisements and assists hiring managers with searches (when necessary and applicable) for qualified candidates according to relevant job criteria. Liaise with supervisors and the Office of Human Resources to update job postings as needed and close out searches when positions have been filled. Works closely with the Assistant Dean of Finance & Administration during the performance management process (PMP) cycle to ensure all hiring managers submit and finalize their employees’ performance forms in Workday. Under the direction of the Sr. Director, organizes and puts together merit documents/data to assist with the implementation of staff salary increases.

• 2.) Salary Tracking, Analysis and Reconciliation
• Reviews and analyses all student personnel expenses and reconciles internal trackers to ensure total wages stay within budgeted amounts. R eviews personnel-related transactions to ensure compliance with SIS and university policies and procedures, as well as to ensure budget compliance. Processes Payroll Accounting Adjustments to correct personnel expenses, especially those attributed to over grant transactions. Communicates with supervisor when budgets are nearing exhaustion and ensures the proper termination paperwork is submitted. Monitors work study award balances and communicates with supervisors to determine appropriate action when award is exhausted.
• Tracks student employment and follows up with hiring managers or staff administrators to end positions that are no longer needed and to terminate student employees who are no longer working. Coordinates timely approval of all bi-weekly timesheets for payroll processing and interfaces with the Offices of Human Resources and Payroll to resolve issues. Coordinates with supervisors to ensure that timesheets are approved on time, serving as an alternate approver when necessary.

• 3.) Draft and Review Position Descriptions
• Communicates with Recruitment to obtain current copies of position descriptions when necessary and collaborates with supervisors to draft preliminary job descriptions. Works with Compensation to answer any questions and provide additional information, when necessary. Ensures that all internal records are up to date and provides supervisors with final copies of such position descriptions once approved by Compensation. Processes position changes through the Workday. Maintains and organizes SIS’s internal copies of position descriptions.

• 4.) Training and Process Improvement
• Under the direction of the Assistant Dean of Finance & Administration develops and maintains personnel training manuals and forms. Facilitates training to faculty and staff regarding SIS and university personnel policies, procedures and systems.

• Competencies:
• Serving Customers.
• Prioritizing and Organizing.
• Acquiring and Analyzing Information.
• Supporting Coworkers.

• Position Type/Expected Hours of Work:
• Full-time.
• 35 hours per week.
• The schedule is Monday through Friday (9:00 a.m. to 5:00 p.m.).
• This position is on a hybrid 1 arrangement (3 - 4 days a week on campus).
• This is a non-union position due to confidentiality.

• Salary Range:
• $32.39 - $35.00 per hour.

• Required Education and Experience:
• Bachelor's degree or equivalent in education and experience required.
• 2 - 4 years of relevant experience.
• At least three years’ experience in a professional office and/or customer service environment.

• Preferred Education and Experience:
• Bachelor's degree (program of study in human resources, business management or related field preferred).
• 4 - 6 years of relevant experience.
• Experience working in a higher education setting, preferred.

• Additional Eligibility Qualifications:
• Knowledge of personnel practices.
• Budgeting/financial experience.
• Demonstrates skill using word processing, spreadsheet/data analysis and presentation development software applications such as Microsoft Word, Excel and PowerPoint while preparing briefings, reports and presentations.
• Experience with Workday.
• Ability to maintain confidentiality and exercise tact and diplomacy while interacting with University staff, faculty, students and/or parents on sensitive matters.
• Ability to compose correspondence.
• Ability to collaborate on many different levels and resolve problems.
• Attention to detail is essential.
• Strong ability to prioritize and multi-task, including the ability to reprioritize daily tasks to resolve urgent issues that arise without losing sight of longer-term projects.
• Excellent written and oral communication skills.
• Desire and appreciation for work in a diverse, fast-paced office environment.

• Other Duties:
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits
AU offers a competitive benefits package. Click here to learn about American University's unique benefit options .

• Other Details
• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees
American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us
For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.