Human Resources Coordinator - Signers' Business Office

Human Resources Coordinator - Signers' Business Office


Job No:


Classification:Human Resources Technician 3

Grade:Grade 77

Work type:On Campus, Staff Full-time

Administrative Unit:University of Alaska Fairbanks

School/Business unit:UAF Chancellor


Categories: Human Resources


Position Summary:

The Signers' Business Office (SBO) at the University of Alaska Fairbanks is seeking to hire a Human Resources (HR) Coordinator. The SBO team provides financial and human resources services and support to our programs, faculty, staff, and students. We invite applicants who have a strong knowledge of human resources policies and procedures to apply for this exciting opportunity. The successful candidate should be team oriented, have strong communication skills, attention to detail, organizational skills and a willingness to learn. This position will be physically located at the UAF campus in Fairbanks, Alaska. While there may be a current opportunity for remote work temporarily due to COVID, we are seeking an applicant who will report to work in office. This is a full time, year around position with full UA benefits.



1-30Serve as HR Coordinator to administrative and service departments within SBO. Assist and advise supervisors, hiring managers, and search committees on recruitment efforts, assuring legal EEO/AA hiring/selection practices are adhered to. Assist with development of position descriptions, screening materials, advertising, and job postings. Provide preliminary review of position descriptions and recommend classification and job family placement. Work closely with search committees and UA Talent Acquisition to ensure a seamless recruitment process. Manage recruitment documentation to ensure legal compliance with UA Policies and Regulations and state and federal laws. Research and provide compensation data to hiring managers and/or directors based on internal equity and external market data as a guide for salary placement. Prepare employment offer letters and maintain job posting details in ATS.Essential 25Coordinates, researches, and completes HR forms, including job forms and HR memos. Prepare and submit all hiring documents for new employee assignments for students, both graduates and undergraduates, temporaries, benefited faculty and staff, and represented employees. Process year-end fiscal roll to include all term funded staff and faculty to extend their positions. Prepare personnel actions, including acting or out-of-class pay, and step increases. Work closely with SBO's executive officer, fiscal officers and grant managers to ensure job forms reflect accurate and current fund/org data, verify availability of funds prior to job form setup and for proper accounting on time sheets. Notify principal investigators, supervisors, and term-funded employees of current positions that are close to the termination dates, so that the position is either extended or terminated in a timely manner.Essential 3-20Track non-resident alien (NRA) employees to ensure compliance is adhered to for employment eligibility requirements for SBO. Ensure NRA's are correctly set-up in the Banner system to include specifics related to tax compliance and resident issues. Initiate and process visa requests for J-1, H-1B, and TN non-resident aliens. Provide and gather detailed information of required documents for visa applications; include associated fees (check requests) and compile information in an order easily followed and accepted by the Immigration and Naturalization Services standards (INS). Retrieve information from multiple government sites, prevailing wage source, and use of proper NAICS and LCA codes. Ensure processing is completed in a timely manner to provide break-free employ-ability of current employees and expedite the arrival of new employees. Assist employees with their Glacier paperwork, W-4, and tax treaties. Provide training to hiring managers and supervisors as needed to comply with visa requirements. Communicate with the Office of International Programs, HR Consultants and payroll department on all issues regarding work eligibility, practicum training, and expiration of work/visa status for all students, faculty and staff.Essential 4-15Prepare students, both graduates and undergraduates, temporaries, benefited faculty and staff, and represented employees appointment letters for the Chancellor/Provost/Vice Chancellor/Director's signature upon hire, and annually as required. Monitor and ensure the integrity of data related to system wide reports, student status, and international employee status. Assist employees with claim resolution and change reporting. Generate related reports for management review and distribution. Maintain all personnel and payroll files. Responsible for maintenance and security of all SBO unit employee personnel files. Research, track, update, analyze and compose SBO Human Resource Metrics. Maintain recruitment spreadsheet and perform queries in database to extract data. Analyze and organize data into a user-friendly format. Prepare and present analysis report to UAF EO on turnover, selection, retention, cost, time, success rates, etc. Work closely with HR Consultants and supervisors, hiring managers, or employees on matters of conflict. Act as liaison to provide resources on conflict prevention, early intervention, dispute resolution, and applying the steps of progressive discipline.Essential 5-10Manage time sheets and verify payroll on a bi-weekly basis. Responsible for ensuring time sheets are complete and submitted in a timely manner. Maintain electronic payroll spreadsheets, verify payment accuracy in Banner, review payroll earn codes, calculate leave and retroactive payments, determine payroll issues, and work with UA Payroll department to prepare adjustments, submit direct deposit requests, process late timesheets, or correct any payroll related discrepancies. Research and answer questions for hiring managers and supervisors, concerning bonuses, honorariums, and flat fees. Act as liaison between employee and UAHR and disseminate information as necessary.


Knowledge, Skills, Abilities:


• Knowledge of payroll, accounting and human resource systems, procedures, rules, and regulations.

• Expert knowledge of BOR Policies and UA Regulations and ability to effectively interpret and initiate said policies, procedures, and practices.

• Exceptional communication skills with a diverse population (oral, listening, and written). Investigative skills.

• Ensure data accuracy.

• Attention to detail.

• Organizational skills.

• Extensive computer skills to include spreadsheets, composition, and report writing.

• Analytical thinking.

• Discretion.

• Problem solving skills.

• Sound judgment.

• Executive decision making skills.

• Demonstrated ability to practice and maintain strict confidentiality.

• Ability to meet critical deadlines and adapt to changing priorities, while maintaining accuracy and focus.

• Demonstrate professionalism and positivity, having excellent interpersonal skills.

• Act as primary contact for all SBO programs' employees and be able to answer and/or refer all employee related issues.

• This position must be able to work independently with little supervision.


Typical Experience:

Minimum two years progressive experience in human resource related activities. Specifically automated financial and personnel systems.


Required Education or Training:

One year college coursework in business, human resources administration, public affairs, psychology, sociology or other relevant field of study and two years of professional human resources experience, or an equivalent combination of training and experience.


Salary Information:


This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and New hires will be placed on the, Grade 77, based on education and experience.


Special Instructions to Applicants:


Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.


This position is open until filled with the initial application review taking place on October 24, 2022. To ensure your application is considered, apply by 11:55 pm Alaska Standard Time, 10/23/2022.


*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.




Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA or WHO authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.


*Employees based on UAF's Troth Yeddha' (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:


The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact Hayley Michel, HR Coordinator, UAF Signers' Business Office, at or (907) 474-5979.


Applications Close: Open until filled


To apply, visit:


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Fairbanks, AK

17 day(s) ago

Closing Date 2022-12-22