Human Resources Specialist

Human Resources Specialist

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawai'i System, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development for the State of Hawai'i.

The UH Hilo Division of Administrative Affairs serves as the central administrative and operational backbone of the campus, providing executive leadership and non-academic affairs program management. This division is responsible for critical functions including budget formulation, fiscal management, human resources, facilities planning and construction, physical plant operations, information technology, campus security, and environmental safety and health.

As a team and business partner, the UH Hilo Human Resources Office plays an integral role in fulfilling the mission of the University of Hawai'i (UH) through productive collaborations with stakeholders in our campus community and the University of Hawai'i System Office of Human Resources to recruit, develop, and retain a highly skilled, diverse, and sustainable workforce, in alignment with overall strategic priorities to ensure student success for the campus and UH System.

This Human Resources Specialist position complements a team of human resources professionals with shared responsibilities in all functional areas of human resources including, but not limited to, position management, classification and recruitment, pay and benefits administration, personnel and organizational development, employee engagement, and employee and labor relations. The incumbent is primarily responsible for position management and coordination of the full recruitment cycle for short-term appointments, and other cross-functional HR assignments.

Duties and Responsibilities (* Denotes Essential Functions):

• *Provides excellent customer service in the administration of all assigned human resources (HR) functions as a key team member of the Human Resources Office for the UH Hilo campus and its satellite locations.
• *Independently performs complex assignments encompassing a wide range of professional HR management responsibilities to ensure compliance, consistency, and best practices, while reinforcing a positive and productive employee relations environment.
• *Serves as point-of-contact for assigned areas of responsibility. Provides guidance, resources, and training for HR-related matters to supervisors and employees.
• *Coordinates the full recruitment cycle for limited-term appointments (e.g. lecturers, casual hires, cooperating teachers and counselors, civil service 89-day hires, non-compensated faculty). Collaborates with the hiring departments and other HR staff at UH Hilo and the UH System Office of Human Resources on corresponding recruitment and hiring actions, as needed. Monitors recruitment needs to ensure positions are filled in alignment with organizational development and strategic priorities.
• *Performs shared responsibilities for civil service position management, including recruitment and hiring actions for civil service appointments.
• *Advises hiring departments in drafting and preparing position descriptions, assigning appropriate compensation, and other related position management actions. Ensures essential functions are clearly delineated and position classifications and job descriptions are aligned with operational and organizational goals.
• *Coordinates with the Office of Equal Opportunity to ensure compliance and consistency with established recruitment, selection, and hiring procedures. Advises search committees and hiring departments on standards and requirements throughout the search process.
• *Monitors, facilitates, and executes various position and personnel actions in accordance with State and Federal regulations, collective bargaining agreements, and UH policies and administrative procedures, utilizing a human resources information management system (e.g. PeopleSoft) and other personnel, payroll, and financial database systems and platforms, throughout the employment cycle.
• *Maintains and audits official position and personnel files, and all related employment records, in compliance with State and Federal regulations, UH policies and administrative procedures, collective bargaining agreements, and the State of Hawai'i General Records Schedule for the retention and disposition of personnel records.
• *Participates in training and professional development to maintain currency in regulatory requirements, emerging trends, best practices, and professional standards related to HR management in higher education, the State of Hawai'i, and University of Hawai'i System.
• *Keeps abreast of State and Federal regulations, UH policies and administrative procedures, and collective bargaining agreements. Assists HR Director with research, interpretation, and ensuring consistent implementation.
• *Researches, responds to, and proactively resolves employee inquiries and concerns regarding benefits, compensation, terms of employment, and other employment matters. Advises HR Director or designee of difficult and unusual issues, and provides recommendations.
• *Assists with shared responsibilities for purchases, payments, and preparing travel arrangements for the UH Hilo Human Resources Office.
• *Assists in other functional areas of HR to reinforce operational efficiency and mitigate gaps in services, as assigned. This may include and is not limited to regular position management and recruitment for all employee categories, providing support for employee engagement and professional development efforts, and assisting the HR Director with special projects and assignments.
• *Assists with monitoring and ensuring campus-wide compliance with regulatory training requirements (e.g. Conflict of Interest, State Ethics, Title IX, etc.). Advises supervisors and employees on requirements for timely follow-up and completion.
• Other duties as assigned.

Minimum Qualifications

Education and Professional Work Experience:

• Band A: Possession of a baccalaureate degree in any field and one (1) year of progressively responsible professional experience with responsibilities in one or more functional areas of human resources such as position classification; pay administration; recruitment and examination; personnel and organizational development; employee and labor relations; or equivalent education/training or experience.
• Band B: Possession of a baccalaureate degree in any field and three (3) years of progressively responsible professional experience with responsibilities in one or more functional areas of human resources such as position classification; pay administration; recruitment and examination; personnel and organizational development; employee and labor relations; or equivalent education/training or experience.

Knowledge, Skills and Abilities:

1. Considerable working knowledge of principles, practices and techniques in human resources administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles, and methodology.
2. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories and systems associated with human resources administration.
3. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately identify possible causes and resolve the full range problems in an effective, innovative and timely manner.
4. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
5. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
6. Demonstrated ability to competently operate a personal computer, apply word processing software (e.g. Microsoft Word, Google Docs) and other related software (e.g. Microsoft Office, Google Workspace, Adobe Acrobat) to effectively perform work.
7. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications:

1. Strong organizational skills while managing and prioritizing multiple projects.
2. Excellent communication and interpersonal skills; accountability to high standards of professional excellence.
3. Demonstrated ability to exercise tact, diplomacy, maintain confidentiality, and apply sound judgment and discretion in a variety of situations
4. Demonstrated ability to embrace, learn, and apply new and existing technology to maximize effectiveness and efficiency.

Desirable Qualifications:

1. Professional work experience in position management including classification, recruitment, and pay administration.
2. Professional work experience performing HR responsibilities in a public employer jurisdiction within the State of Hawai'i and/or post-secondary education setting.
3. Working knowledge of collective bargaining agreements governing public employment in the State of Hawai'i (e.g. HGEA, UHPA, UPW).
4. Working knowledge of UH policies, procedures, and organizational structure.
5. Working knowledge of UH personnel, payroll, and financial database systems such as PeopleSoft, NeoGov, Timesheet and Payment System (TAPS), Kuali Build (KB), Kuali Financial System (KFS), etc.
6. Detail oriented and able to adapt to changing priorities.