The HR Administrator position is part of the Vanderbilt Basic Sciences (VBS), Office of Human Resources (OHR) team and assists with management of personnel exercising discretion and independent judgment with respect to matters of significance within Basic Sciences, which includes a large population of faculty, postdoctoral scholars, lab personnel, administrative staff, research interns and student workers.
The VBS OHR is a collective of human resources professionals assigned to oversee and provide support to staff, faculty, postdoctoral scholars and students across all areas of Basic Sciences and is housed within the Dean's Office.
Duties and Responsibilities
Resource for HR Functions
Interpret, implement and communicate compliance requirements, policies and procedures to staff as appropriate and direct them to resources for completion
Serve as a resource to line managers about HR issues
Collect information, ask clarifying questions and apply critical thinking skills to identify and understand needs, expectations and potential concerns
Work with line managers to address personnel issues as they arise, always maintaining confidentiality
Collaborate with HR Consultant as needed for recommendations and solutions
Respond to HR-related employee inquiries, providing solutions, reaching out to areas such as payroll and benefits on behalf of the employee, when appropriate and/or directing employees to a specific resource
Human Capital Management (HCM) Specialist
As HCM Specialist, understand, maintain and update HR information in SkyVU
Assist employees with self-service transactions in SkyVU as needed
Review biweekly timecards, contacting line managers and employees as necessary regarding submissions, approvals and accuracy of reporting
Process faculty transactions in Oracle such hiring, promotions, leaves and salary increases
Remain well-informed of Oracle updates and changes
Management of Appointed Positions
Oversee appointments and re-appointments of Postdoctoral Scholars, Research and Trainees,Research Interns, and Student Observers (including minors)
Work closely with Principal Investigator, the Office of Postdoctoral Affairs, and the Office of Biomedical Research Education & Training to complete the appointment and onboarding of Research Fellows, Research Trainees, Research Interns, and Student Observers
Obtain internal budget approval and chair approval for all appointments
Communicate and ensure compliance with requirements for Placement of Minors in labs,including background checks, Protection of Minors training, and consent forms
Management of Staff Positions
Consult with line managers regarding staffing needs at every level, exempt, non-exempt,temporary, interns, students and observers
Coordinate the recruitment of staff and hiring in Oracle through close collaboration with Central HR
Facilitate the hire of undergraduate student workers working with the Office of Student Employment
Ensure smooth and timely onboarding of new hires
Ensure international faculty, staff and interns obtain and maintain appropriate work authorization and visa documents to avoid deportation, unnecessary detainment in home country or temporary discontinuance of work
Communicate requirements, gather information, and submit case initiations and extension requests for H-1B, J-1, TN-1, E-3 and Permanent Residency applications
Consult and problem-solve as needed with the Employee Immigration Services, International Student & Scholar Services, and Ogletree Deakins, Vanderbilt's immigration partner
Other duties as assigned
Supervisory Relationships: *This position does not have supervisory responsibility. *This position reports to the VBS OHR Director.
*A Bachelor's degree from an accredited institution of higher education is necessary.
*A human resources or other business degree with related business experience is strongly preferred.
*At least three years of experience in the field of higher education administration and/or human resources is necessary. *Experience with Oracle is preferred.
*Intermediate Microsoft Excel skills are preferred.
*Strong Organizational skills are necessary
*Strong critical thinking/ problem solving skills are necessary
*Experience working with senior leadership and faculty is necessary
*Comfort with new technological systems.
Ability to adapt easily to changes in technology and process is necessary
*Ability to work on multiple projects simultaneously is necessary
*Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff is necessary
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.