Departmental HR Associate (Sr Administrative Associate)

Job Posting Title:

Departmental HR Associate (Sr Administrative Associate)

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Hiring Department:

Applied Research Laboratories

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

Purpose

Seeking a candidate with a strong background in HR and enthusiasm for customer service to be an integral part of the ARL HR Operations department of in the Applied Research Laboratories on a wide variety of tasking including timekeeping/leave administration, employee life cycle, student employment, recruiting and other various administrative functions.  The ARL HR Operations department operates in collaboration with the ARL HR Strategies department, and both departments report to ARL’s Assistant Director, HR Programs and Strategic Communications. Applied Research Laboratories is a DoD University Affiliated Research Center at The University of Texas at Austin. We are located on the Pickle Research Campus in North Austin, and our Executive Director reports to the Vice President for Research, Scholarship and Creative Endeavors (VPRSCE). Through fundamental research, innovative science, and applied engineering, ARL:UT makes significant contributions in support of national security. 

Responsibilities

• Timekeeping and Leave Administration:  Act as department timekeeper, approving all timesheets for monthly paid staff following the relevant University Policy. Review time sheets for FMLA eligible absences and send a departmental request for FMLA at that time.  Follow up on hourly timesheets before deadline to make sure all timesheets are approved by the appropriate manager.  Run various Workday reports to track missing and incomplete timesheets, unpaid time off and various other timesheet issues.  Assist with any absence/timesheet corrections needed.  Work with campus payroll to resolve any issues prior to payroll deadlines.  Vacation payouts.  Notify Manager, HR Operations if an On-Demand payments is needed. Assist with providing information to departments for overtime and non-exempt comp time payouts.  Assist in tracking and collecting necessary forms to document unpaid time off and other personnel actions.   Point of contact for unpaid time off, FMLA, FLP, SLP in coordination with the employee, their manager and Manager, HR Operations.  Notifies ARL HR Strategies Employee Relations contact for potential overlap with ER issues. Liaison for campus benefits regarding these time offs including FMLA. FLP, SLP, Military time off and unpaid time off.

• Student Employment: Review student applications and add to the student applicant database to be reviewed by hiring managers in need of student employees.  Update student data in IRIS and Student Data Archive as needed. Run student reappointment report, review for accuracy and coordinate review by labs/service areas.  Process student reappointments and update student records as needed.    Update data for students who have received degrees.  Coordinate tuition payment for all ARL GRA’s and analyze and review student data/metrics to determine the undergraduate students who meet the requirements for tuition reimbursement; coordinate approval and payment. Attend all Student Employment Forums, keeping manager informed of all important updates and/or information.

• Recruiting – Review and verify completeness of application materials; package and forward application materials for full-time staff positions in a timely manner to ensure managers have the best possible opportunity to quickly consider the most qualified candidates.  Coordinate interviews as needed for hiring managers.  Update relevant spreadsheets for routing applications and maintaining position management records.  Run reports and maintain metrics for Manager, HR Operations for review of recruiting/sourcing successes.  Assist ARL Recruiting team with recruiting events both virtual and in person as necessary. 

• Employee Life Cycle Administration: Preliminary review of internal documents requesting employee status changes, route for HR Operations Manager and additional internal approvals.  After final internal approval, process changes in both Workday and IRIS.  For actions involving position reclassifications or added duties, after internal approval, prepare for VPRSCE review and approval; in addition to Workday/IRIS processing, prepare notification and new job description for manager’s notification to the employee.    Assist Manager, HR Operations in maintaining metrics regarding time to completion for each of th