Administrative Support

Job Overview Title: Administrative Support (Human Resources Specialist) Position Number: 0077798 Hiring Unit: Administrative Services Location: Windward Community College Salary: Pay Band A, $4,627/month minimum Employment Type: Full-Time, Permanent; 11-month term Responsibilities Serves as a resource using sound discretion and judgment in advising administrators, supervisors, and employees in the areas of recruitment, position classification, compensation, employee benefits, labor relations, investigations, training, etc. Serves as a notary public and provides assistance to employees in completing employment forms. Reviews, audits, and participates in all aspects of human resources administration, including but not limited to EEO, Title IX, labor relations, investigations, training, staff development, classification, compensation, recruitment, selection, collective bargaining, employee benefits and accreditation/assessment activities. Provides guidance on interpretation of compliance with collective bargaining agreements, University and Board of Regents (BOR) policies, State and Federal rules and regulations. Prepares and reviews position classification and recruitment requests, and prepares and posts recruitment announcements in accordance with established policies and procedures. Reviews requests for accuracy and compliance. Provides guidance to supervisors and screening committees in the use of the online applicant data tracking system, as well as providing supervisors with guidance in the recruitment process. Processes and maintains employee forms required for onboarding, exiting, change of status, medical, beneficiary forms, etc. Completes and maintains Form I-9, ensuring all requirements and documents are in compliance. Advises current and new employees of employment forms, benefits and terms and conditions of employment in accordance with University, State/Federal policies and procedures and collective bargaining agreements. Monitors the performance evaluation processes for APT and Civil Service employees. Provides guidance to supervisors on evaluation procedures, including performance expectations and timely completion. Operates various computerized human resources information systems to prepare payroll notification forms (PNF, Form 6, student employment) for personnel transactions in accordance with University policies and procedures, including collective bargaining agreements. Reviews and processes requests for new appointments, salary changes, leaves with/without pay, separations and other actions requiring payroll notification. Co‑ordinates with campus departments and/or supervisors, as needed, when processing payroll for employees, including, but not limited to, lecturers, civil service, and student employees. Ensures accurate preparation and processing of PNFs and Form 6s. Reviews personnel forms and supporting documents are accurate, complete and routed appropriately. Assists in analyzing employee records to determine eligibility for overloads, overtime, stipends, probationary credit, summer prorata, summer pay, leave without pay, and other comparable actions. Calculates salary adjustments or overpayment in a timely manner and processes documents as required. Monitors leave accounting system, including auditing and correcting data and ensuring accuracy and timeliness of follow‑up information. Reviews and processes leave requests such as FMLA, Leave Share, LWOP, Military Leave, Sabbatical, etc., to ensure compliance with applicable laws, policies, and union contracts. Assists with management of all confidential personnel files and records, in accordance with University, State and Federal policies, laws and regulations and union contracts. Prepares reports and responses to requests for information on pay, classification studies, immigration, EEO, Title IX and benefits, etc., in a timely manner. Participates in and/or conducts training in the various areas of human resources. Provides support with organizational charts, reorganizations, vacancy reports, special projects, and in other human resources areas as needed. Assists HR Manager with complaints and grievances, conducts complaint intake for allegations of discrimination, workplace violence, disability access, etc., involving employees, public and/or contract/vendors as needed. Maintains record of all communications. Assists in managing claims or reports related to worker’s compensation, temporary disability, and unemployment benefits, and resolves problems that may arise. Interprets and keeps current with new and amended University policies and procedures, collective bargaining agreements and State/Federal laws ensuring consistent interpretation and application of policies and procedures. Other duties as assigned. Minimum Qualifications Possession of a baccalaureate degree in Human Resources Management, Personnel Administration, Business or Public Administration or related field and one (1) year of progressively responsible professional experience with responsibilities for human resources management or personnel administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Functional knowledge of principles, practices and techniques in the area of human resources management as demonstrated by knowledge, understanding and ability to apply concepts, terminology. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with human resources management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of human resources management. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals. Demonstrated ability to operate a personal computer and apply word processing, spreadsheet and presentation software. Demonstrated ability to manage work priorities and projects, and manage employee relations. Ability to maintain confidentiality in situations as required. Ability to understand and follow complex oral and written instructions. Ability to analyze, interpret and use sound logic and judgment in the application of a variety of personnel/administrative rules and regulations. Knowledge of a computerized human resources information system. Detail oriented and ability to prioritize multiple duties with demanding deadlines. Desirable Qualifications Experience working with PeopleSoft. Some knowledge of UH policies and procedures. Demonstrated experience providing excellent customer service. Ability to conduct training workshops. EEO, Clery Act, ADA The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks. In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office. In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case‑by‑case basis. For further information, please refer to the following link: Inquiries: Windward Community College Human Resources Office, View phone number on click.appcast.io. #J-18808-Ljbffr