Overview
Executive Assistant II Jobs in Boston, MA at Tufts Medicine
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 these actions. Collaborate with manager to develop metrics and reporting on this data.
Varied administrative tasks, including but not limited to: Collaboration with Manager on any actions needed related to records retention; UT Drivers (set up, review certificates, updates UT/ARL databases, maintains SharePoint for directors’ review of all valid UT Drivers and Cart Drivers); Service Award tracking; maintain Drug Testing records (e.g. random testing related to CDL position requirements). Working with the ARL Strategic Communications office to keep compliance monitor information up to date. ARL HR/SCO Payroll certification/distribution. Cross-train and serve as back-up to other ARL HR functional areas as needed. Position will be responsible for adapting to rapidly changing priorities and tasks incidental to the main functions of the job.
In performing all job functions, maintains a professional approach and due diligence for producing the highest quality of work and establishing an environment for consistent and evident collaboration across all ARL HR areas. Attends staff meetings; provides and accepts thoughtful, objective, open-minded, and insightful input and guidance during meetings, and in daily interactions with all ARL HR staff members. Collaborates for solutions; exhibits a thorough understanding of the relevance of all data as applicable to ARL HR business rules and management objectives, and a thorough understanding of all ARL Operating Policies and Procedures. Reviews, recommends and/or prepares documentation, spreadsheets, and presentations to provide information, analyze trends, or support ARL HR recommendations. Carefully maintains records, tracking spreadsheets, and documentation related to areas of responsibility. Remains adaptable to new types of HR responsibilities at a department level.
Other related functions as assigned.
Required Qualifications
High School graduation or GED.
Seven years of experience including some experience related to the operational functions of the position including, recruiting, employee lifecycle administration, timekeeping, leave management, etc.
Strong skills in MS Office with a proven ability to use Excel and SharePoint
Ability to track, monitor and summarize information accurately and an in a manner that provides clear information for stakeholders and decision makers.
Evidence of meticulous attention to detail, and the ability to work both independently and as part of a team, and to transition effectively between key responsibility areas. Ability to remain calm under high pressure, maintain strict confidentiality, and demonstrate a balance of empathy with objectivity in emotionally charged situations.
Strong diagnostic and problem-solving skills, with the ability to provide multiple options for problem resolution. Ability to carefully intake a large amount of detailed information, in both verbal and written form, and summarize all important points in a clear manner in all training, correspondence and analysis. Ability to deliver results with little supervision, and effectively manage and prioritize multiple projects.
Highly skilled in tracking and prioritizing daily tasks in a rapidly changing environment that includes multiple critical deadlines.
Experience with Workday or a similar HCM System.
Clear, professional, and collaborative communication, both written and verbal.
The interest and desire to be an integral part of the department, which must be demonstrated by understanding and evidence of excellent customer service and consistent professional interaction.
Relevant education and experience may be substituted as appropriate.
US Citizen. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.
Preferred Qualifications
Bachelor’s degree in HR or related discipline.
Experience working in a busy human resources office with frequent interruptions.
Workday experience particularly in the areas of time sheets, change job functionality, recruiting and reporting.
Demonstrated ability to be able to adjust to workload and process large amounts of paperwork and on-line information in a short time period when necessary.
Demonstrated knowledge of UT policies, administrative forms and benefits
Knowledge of ARL and the organizational structure and mission.
SHRM-CP or PHR Certified.
General Notes
An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.
Please mark “yes” on the application question that asks if additional materials are required. Failure to attach all additional materials listed below may result in a delay in application processing.
Visit our website (
www.arlut.utexas.edu
) for additional information about Applied Research Laboratories.
UT Austin offers a competitive benefits package that includes:
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Please visit our
Human Resources (HR) website
to learn more about the total benefits offered.
Salary Range
$52,000-$58,000+/negotiable depending on qualifications.
Working Conditions
Standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Possible weekend, evening and holiday work
Possible interstate/intrastate travel
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an
equal opportunity/affirmative action employer
, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original
documents
to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English)
[PDF]
E-Verify Poster (Spanish)
[PDF]
Right To Work Poster (English)
[PDF]
Right To Work Poster (Spanish)
[PDF]
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in
HOP-3031
.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may
access the most recent report here
or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
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Title: Executive Assistant II
Company: Tufts Medicine
Location: Boston, MA
