Reports to and provides executive-level assistance to the Associate Vice President and Chief Human Resources Officer. Support the productivity and effectiveness of the executive and their team leaders.  Supports the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring high degree of integrity, confidentiality, trust, judgment, discretion, timeliness, and accuracy.  The team leaders consist of the directors who manage teams within HR Client Services, Total Rewards, HR Analytics and Reporting, Payroll, Organization and Employee Development, and Employee and Labor Relations.  Proactively anticipates the needs and helps support improvements to build capacity for the team. Oversees various HR activities and projects and ensures that the day-to-day assigned operations are running both smoothly and efficiently.  Provides periodic reporting on the fiscal management of HR activities.  

 

Oversees and executes fiscal and administrative management tasks related to preparing and managing purchase requisitions and purchase orders, internal requisition billings, special payment authorizations, reviewing and paying vendor invoices timely and accurately, resolving billing disputes, ordering supplies, procurement card usage, travel management, accounting and reporting, and consolidated budget versus actual analysis for the HR division.  Perform these tasks using the University’s administrative systems (i.e., Banner, WayneBuy, Concur, Appworx, CS Gold/OneCard, Cognos and Procard Transaction Management System).  Maintains budget reports and provides regular reporting on the status of purchase orders, supply purchases, and tracks vendor payments using Excel or other systems (i.e., Contract management, Banner, Cognos).   Serve as the primary liaison for facility and IT needs for the HR department coordinating resolutions and ensuring operational continuity.

 

Leads and coordinates special projects as assigned. Develops and implements project plans, timelines and communications strategies ensuring alignment to HR priorities and successful and timely delivery.  Serves on HR committees and programs as needed (i.e., University Employee Recognition program, quarterly department meetings, HR training programs, and annual HR retreat) contributing to planning, coordination, and implementation. 

 

Manages a highly complex and dynamic executive calendar, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Coordinate and organize meetings and other events, including large and off-campus events.  Maintain meeting minutes for all HR Leadership Team (HRLT) and other meetings involving the AVP/CHRO.  Maintain a log of follow up activities and provide a weekly status report of such to the AVP.  Coordinate all logistical aspects of meetings and events to ensure that all meetings and other events have appropriate agendas, meeting materials locations, supplies, audio-visual equipment, participants, and other needs met well in advance of such meetings. Order supplies as needed for events, meetings, day-to-day work for all HR staff.  Prepare itineraries, agenda packets and travel arrangements for the AVP and other HR leaders as needed. Create and maintain travel folders from start to finish of event.  Support the AVP in management of HR contracts and coordinates the request for proposal (RFP) process. 

 

Prepare and monitor the status and progress of various performance metrics and key deliverables established by the AVP to include, but not limited to, incoming requests for problem resolution, requests for HR data, departmental and/or team projects, timelines, staffing levels, cycle times, and other reporting as needed.  Track and help drive accountability for completion of key deliverables and follow up on outstanding items.  Develop and deliver executive-level reports, dashboards and presentations for the AVP and team leaders on a regular basis using Microsoft tools (i.e., Word,