Human Resources Administrative Specialist

Department

Compensation

General Description / Primary Purpose

Provide administrative and clerical support to the Employment and Front Desk Teams of Human Resources. May assist other HR units and the Vice President for Administrative Services office occasionally. Oversee and supervise day-to-day operations of front office staff.
 

Job Functions
 

Employment & Onboarding Support

• Coordinate implementation and administration of onboarding and new employee orientation processes.  Coordinate remote onboarding as requested.  

• Verify identity for fingerprint kiosk access and troubleshoots kiosk issues.

• Coordinate Level II background check renewals

• Support background check processing for camps

• Assist Immigration Services Manager for I-9 administration

  • Ensure I-9 completion and compliance, including E-Verify case management

  • Conduct regular audits and reporting of I-9 system

  • Communicate with employees regarding I-9 amendments, reverifications, and E-Verify.

• Prepare for New Employee Orientation (packets, communications, presenter coordination)

• Verify readiness of orientation attendees with Employment team.

• Maintain onboarding web calendar.
   

Front Office Supervision

• Coordinate hiring and supervision of front office staff and student workers including time and attendance

• Manage customer care processes

• Assist in distributing work and project assignments so student workers are productive.

• Handle incoming calls, emails, and Service Now cases, and visitors
   

Web & Clerical Support

• Manage and edit department’s web content

• Ensure compliance with web accessibility standards for webpages and documents
   

Marginal Functions

• Provide clerical and operational support to other HR staff or VP for Administration & Finance Office as needed.

• Coordinate update of Service Now teams in system and Phone tree as needed due to turnover or personnel changes.

• Participate in annual Service Award Recognition Committee.

• Generate and follow up on service work orders

• Submit key requests

• Update department signature cards

• Order office supplies in coordination with unit budget personnel.

• Update university labor law posters as requested.

• Coordinate meetings as requested.

• Attend meetings as needed

Supervision Received:

• Verbal instruction daily or as needed

• General supervision

• Develops procedures within established guidelines

• Considerable autonomy during work process

• Receives instructions on new assignments

Required Qualifications

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 allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.