POSITION IDENTIFICATION
TITLE Assistant Director, Human Resources - West Plains
CLASSIFICATION NUMBER 1124
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Associate Vice-Chancellor for Business Support Services – West Plains
GENERAL FUNCTION
The Assistant Director, Human Resources - West Plains administers and performs multiple complex human resources functions for the West Plains campus. This position serves as the West Plains administrator for the Applicant Tracking System (ATS); collaborates with supervisors to determine talent needs and implementation of strategies to identify and recruit talent. Additionally, this position serves as a liaison between the West Plains campus and the Springfield main campus and is responsible for completion and coordination of recruitment, compensation, onboarding, payroll timesheets, PAF’s, benefits, paid leave tracking, from new hire paperwork to termination paperwork processes, as well as various employment events and maintenance functions at West Plains. The incumbent also provides information to the Board of Governors regarding all West Plains non-academic personnel actions through consent agenda as well as assists the Chancellor’s Office and the Office of University Advancement with multiple functions and events program planning.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree in Human Resource Management, Business Administration, Management, or a related field is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Certification: A nationally-recognized human resource-related certification, such as Society for Human Resource Management SHRM-CP (Certified Professional) or SHRM-SCP (Senior Certified Professional), or HRCI (Human Resources Certification Institute) is preferred.
Experience: At least three years of demonstrated experience in human resources, talent acquisition, management, recruitment and selection, or other related field is required. Experience using social media for recruitment purposes (Linkedin, Facebook, Twitter, etc.) is preferred. Experience with Banner, Colleague, PeopleSoft, HireRight, PeopleAdmin, or similar systems is preferred.
Skills: Outstanding leadership and management skills with an understanding of automated management information systems; a sound knowledge of relevant federal, state, and local government regulations and equal opportunity policies; an aptitude for balancing multiple priorities with strong organizational, time management, and prioritization skills and the ability to self-direct, self-pace, multi-task, and function well under the pressure of deadlines and conflicting priorities. Must be a self-starter, comfortable working in a busy and deadline-oriented office. Computer literacy in MS Office or other related office software and a general technical aptitude is preferred. A demonstrated ability to work and communicate effectively with all constituencies of a university community is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Serves as the West Plains campus administrator for the Applicant Tracking System (ATS), including managing user accounts, conducting training sessions, implementing recruitment efforts by posting and monitoring all vacancies, and processing hiring proposals. Interprets the University's policies and procedures regarding employment to supervisors, applicants, and employees by advising and explaining the authorization, recruitment, selection, and employment process.2. Collaborates with supervisors to determine talent needs and assists in the implementation of strategies to identify and recruit talent. Assists supervisors and search chairs with the recruitment process by composing job vacancy advertisements for positions and submitting the advertisements to the appropriate newspapers and web sites.
3. 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; Provides information to potential applicants about the University and vacant positions by responding to inquiries about vacancies. Explains the fringe benefits summary to interviewed candidates.
4. Provides onboarding and new employee support for newly hired and transitioning employees, conducts employee orientation, and coordinates background checks for new hires, promotions, and transferring full- and part-time employees. Works with supervisors to provide guidance on the onboarding of new employees, develops and maintains the new employee onboarding processes. Trains new supervisors and approvers on timesheet and leave report approval.
5. Initiates and processes staff Personnel Action Forms (PAF) and employment offer letters. Provides verification of employment, processes I-9s and e-verifications for new employees, creates and maintains personnel files for employees by reviewing and indexing employment documents (applications, resumes, transcripts, I-9s, letters of recommendation, etc.) for inclusion in personnel records. Processes employee credit course fee waivers.
6. Ensures that faculty and staff are given accurate information and appropriate assistance regarding benefits by providing requested information, assisting with the benefit enrollment process, and providing assistance with benefit questions or issues.
7. Serves as a liaison between the West Plains campus and the payroll department by monitoring payroll deadlines, assisting employees and supervisors with W-4 forms, payroll issues and questions, performing superuser functions for time sheets and leave reports, processing approver changes, and generating payroll reports. Processing student employee clearances, pay increases, budget changes, time sheet approver changes, and terminations, as well as verifying eligibility for student employment, processes enrollment reports for payroll on a semi-monthly basis.
8. Coordinates employee performance evaluations for the West Plains campus. Ensures Appraisal and Development Plan processes comply with University policy by monitoring compliance, reviewing the evaluation forms for completeness and accuracy, and assisting supervisors with the ADP and Performance Improvement Plan (PIP) processes.
9. Provides information to the Board of Governors regarding West Plains campus non-academic personnel actions by tracking and compiling personnel actions according to the Board meeting schedule, correctly classifying and organizing personnel actions, and preparing the Human Resources consent agenda.
10. Promotes the professional development initiatives as well as personal development programs for the University staff by assisting with the planning and coordination of training and development programs; serves as GAP Coordinator. Coordinates and promotes health and wellness programs and initiatives, including annual vaccination clinics as well as administers various employee recognition programs and benefit fairs. Coordinates the United Way campaign for the West Plains campus.
11. Assists supervisors with investigations and follow-ups regarding employee disciplinary and grievance procedures by providing information on personnel policies and regulations; assists in coordinating a plan of action, ensuring action is in line with university staff policies.
12. Assists the Chancellor’s office and Office of University Advancement with planning and coordinating various internal and external functions and large events.
13. 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 required by the Associate Vice-Chancellor for Business Support Services – West Plains.
16. Helps to ensure the overall success of Business Support Services – West Plains by performing all other duties as assigned.
SUPERVISION
The Assistant Director, Human Resources - West Plains is supervised by the Associate Vice-Chancellor for Business Support Services – West Plains.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2025