Administrative Support (Human Resources Specialist)

The Administrative Support (Human Resources Specialist) role at the University of Hawai‘i Windward Community College is based onsite in Kaneohe, HI, with responsibilities spanning recruitment, payroll, employee records, benefits and compliance, supported by a bachelor’s-level HR foundation.

Responsibilities

• Provide advisory support to administrators, supervisors and employees on recruitment, position classification, compensation, employee benefits, labor relations, investigations, training and related HR topics, using sound discretion.
• Act as notary public and help employees complete employment forms.
• Review, audit and participate in all facets of HR administration, including EEO, Title IX, labor relations, investigations, staff development, classification, compensation, recruitment, selection, collective bargaining, benefits and accreditation/assessment activities.
• Guide interpretation and compliance with collective bargaining agreements, University policies, BOR policies, and State and Federal rules and regulations.
• Prepare and review position classifications and recruitment requests; draft and post recruitment announcements; verify accuracy and compliance.
• Advise supervisors and screening committees on using the online applicant data tracking system and provide recruitment process guidance.
• Process and maintain onboarding, exiting, change of status, medical and beneficiary forms; complete and maintain Form I-9 in compliance.
• Inform current and prospective employees about employment forms, benefits, and terms of employment per policies, procedures and CBAs.
• Monitor performance evaluation processes for APT and Civil Service employees; guide supervisors on evaluation procedures and timely completion.
• Operate HR information systems to prepare payroll notification forms (PNF, Form 6, student employment) in line with policies and CBAs.
• Review and process requests for new appointments, salary changes, leaves with/without pay, separations and other payroll actions.
• Coordinate with campus departments or supervisors when processing payroll for lecturers, civil service and student employees.
• Ensure accurate preparation of PNFs and Form 6s; verify that personnel forms and supporting documents are complete and properly routed.
• Assist in analyzing employee records for overloads, overtime, stipends, probationary credit, summer prorata pay, LWOP and similar actions; calculate salary adjustments or overpayments as needed.
• Monitor the leave accounting system, audit data and ensure timely follow-up information and accuracy.
• Review and process leave requests such as FMLA, Leave Share, LWOP, Military Leave, Sabbatical, ensuring compliance with laws, policies and union contracts.
• Assist with managing confidential personnel files and records in accordance with policy, law and union contracts.
• Prepare reports and responses to information requests related to pay, classification, immigration, EEO, Title IX and benefits in a timely manner.
• Participate in or conduct training across human resources functions.
• Support organizational charts, reorganizations, vacancy reports, special projects and other HR activities as needed.
• Assist HR Manager with complaints and grievances, conduct intake for allegations of discrimination or workplace issues, and maintain communications records.
• Assist in managing workers’ compensation, temporary disability and unemployment benefits, resolving related issues.
• Interpret and stay current with new and amended University policies, CBAs and state/federal laws to ensure consistent application of policies.
• Other duties as assigned.

Requirements

• Bachelor's degree in Human Resources Management, Personnel Administration, Business or Public Administration or related field; plus one year of progressively responsible HR experience, or an equivalent combination of education and experience.
• Functional knowledge of HR management principles, practices and techniques, with the ability to apply concepts and terminology.
• Understanding of federal and state laws, rules, regulations and systems related to HR management.
• Proven ability to identify problems, determine causes and resolve HR-related issues across a range of scenarios.
• Strong reading and writing skills, report preparation, procedure development and effective communication in diverse settings.
• Ability to establish and maintain effective working relationships with internal and external organizations, groups and individuals.
• Proficiency in operating a personal computer and using word processing, spreadsheet and presentation software.
• Capacity to manage work priorities, projects and employee relations with accountability.
• Ability to maintain confidentiality as required.
• Skill in understanding and following complex oral and written instructions.
• Analytical ability to interpret and apply personnel and administrative regulations accurately.
• Knowledge of a computerized HR information system.
• Detail-oriented with the ability to prioritize multiple duties under demanding deadlines.

Technologies

• PeopleSoft

To Apply

• Resume
• Cover letter indicating how you meet the minimum and desirable qualifications of the position
• Transcript(s) verifying degree and coursework to date appropriate to the position. (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.)
• Transcript(s) must be attached to receive credit for degree(s). To upload transcript(s), click on “+ Add supplemental attachment” after uploading required attachments. Applications submitted without transcripts will be reviewed based on related professional level experience and/or training.