Assistant Director Employee Records and Leave

Department

Human Resources

Compensation

$81,000.00 to Negotiable Annual

 

General Overview

Reporting to the Director of Human Resources, this position oversees the Employee Records and Leave functional unit. It is responsible for the accurate and timely processing of pay and leave actions within the HR system, as well as the management of employee records. The role requires frequent collaboration with internal departments including Payroll, Budget, ITS, Academic & Student Affairs, and the General Counsel’s Office.

Job Functions

Employee Records & Leave Administration

• Leads the Employee Records and Leave Unit including managing staff within the unit. Responds to and/or delegates employee and departmental inquiries related to records and leave.
• Ensure accurate and timely entry of pay and leave transactions in the HR system. Review payroll transactions to verify hours worked, leave taken, and overtime. Process retroactive payments, report overpayments, assist with late timesheets.
• Manage employee terminations and leave payouts.
• Administer leave donation, leave transfers, and Sick Leave Pool enrollment processes.
• Track faculty changes and assist with faculty job records and deferred pay plan enrollment.
• Create and publish payroll calendars for university constituents.

System Administration & Process Improvement

• Serve as functional administrator for the HRIS and support Accutime timeclock processes. Resolve functional issues and recommend process improvements.
• Participate in system upgrades and enhancements through testing and collaboration with ITS and Payroll.
• Lead automation efforts for HR forms.
• Assist in developing, implementing, and communicating HR policies and procedures.
• Prepare campus-wide communications and training materials related to functional areas.
• Facilitate training sessions and lead special projects as assigned.

HR Security & Data Integrity

• Serve as HR Security Agent to manage access to HRIS data.
• Conduct annual audits of HR security access.
• Participate in ITS security meetings and data reviews.
• Collaborate with ITS to ensure timely system updates (e.g., annual leave balance resets, transportation stipend processing).

Compliance & Ethics Coordination

• Act as University Coordinator for Florida Commission on Ethics financial disclosures.
• Support the General Counsel and AVP of HR in identifying required filers.
• Advise new filers and manage annual courtesy reminders.
• Liaise with Commission on Ethics and Board of Trustees coordinator.

Records Management & Legal Requests

• Act as custodian of employee records. Respond to subpoenas and public records requests in coordination with General Counsel. Coordinate records destruction per retention schedules. Oversee personnel file room and document imaging.
• Serve as primary contact for internal and external audits.
• Provide employee data to state agencies and insurance plans, as requested.

Marginal Functions

• Represent HR in meetings and committees as needed.
• May be required to perform job duties remotely during campus emergencies.

Supervision

• Supervises: 3 HR Specialists and 3 OPS File Room Clerks.
• Receives general guidance and sets procedures to meet broad goals and objectives.

 

Required Qualifications

Master's and 2+ years of relevant experience or Bachelor's degree and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Preferred Qualifications

• Experience with IT tools in budget, finance, payroll, or HR.
• Strong analytical and computer skills, including Microsoft Word, Excel, and report-writing software.
• Familiarity with HR functions such as recruitment, payroll, benefits, and retirement.
• Excellent organizational, oral, and written communication skills.
• Ability to interpret and apply State regulations, Florida Statutes, University policies, and federal laws (e.g., FLSA, IRS Code).
• Prior experience in higher education and knowledge of Workday is highly desirable.
• Supervisory experience preferred.

 

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report