HR Specialist - Institute of Arctic Biology

University of Alaska Fairbanks

Fairbanks, AK

Job posting number: #7077483

Posted: April 20, 2021

Application Deadline: Open Until Filled

Job Description

Position Summary:
The Institute of Arctic Biology at the University of Alaska Fairbanks is seeking to hire a Human Resources Specialist. 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. For more information or to apply, please click link above.
Toolik Field Station Support: Toolik Field Station (TFS) is a world-renowned Arctic climate change research station located in the northern foothills of the Brooks Range. This remote field camp is operated by IAB with cooperative agreement support from the National Science Foundation. The TFS operates year-round and can house over 100 researchers. This position provides expertise, guidance and management on HR related processes as they pertain to Toolik Field Station crew and personnel. Assess, provide recommendations and consult with IAB leadership and UA HR on complex issues as it pertains to the operations of the field station (i.e. compensation issues, direct appointments, emergency hires, policy adherence and management of Title IX compliance within UAF guidelines). Ensure compliance with existing personnel and payroll exemptions and act as a change agent to request future adjustments as programming dictates. HR Coordination: Oversee unit human resources administration to include transaction and payroll processing, monitoring employee timesheets, updating job records and labor distribution changes and managing departmental personnel files and HR records. Facilitate employee onboarding process. Initiate Work Outside of Alaska requests and monitor for completion. Maintain internal tracking to allocate timelines for Work Outside of Alaska and Telecommuting Agreement renewals. Process employees through termination workflow and ensure that all required associated documentation is completed and sent to UA HR (i.e. resignation letters, notice of non-renewal/layoffs, etc.). In conjunction with IAB Management, draft department memo documentation for layoffs and non-renewals per BOR Policy and Regulations and established procedural guidelines. Provide expertise related to departmental HR processes, needs and policies. Ensure HR related data is easily identified, communicated, and accessible to college administrators, managers, personnel and others for reporting and decision-making purposes. Facilitate and process J-1 and H1B visa applications and renewals for staff, postdoctoral and faculty position candidates as required. Serve as IAB's contact for VISA and immigration issues for new and current staff. Serve as liaison and coordinator between UAF offices (i.e. UAF Office of International Programs) and College administration and unit personnel, to ensure timely execution of forms, applications, etc. Facilitate green card processes in conjunction with the Institute, including coordinating UA, unit, and legal office personnel. Coordinate, guide, or train IAB personnel in USCIS issues, to ensure efficient operations of immigration issues. Ensure recruitments are executed in compliance with USCIS regulations. Research, troubleshoot, and summarize odd or unique visa and similar issues involving foreign visitors and workers. Faculty Services: Coordinate the research faculty workload process with IAB leadership. Provide faculty services support for sabbaticals, faculty promotion, and evaluation and review processes for the Director, as needed. Coordinate the collection of data for research faculty files, communicate with faculty and review committees regarding process, develop schedules and supporting materials for the Director’s review, support the Director's efforts to conduct processes within the University and collective bargaining agreement guidelines and timelines. Prepare IAB research faculty contract letters in coordination with the Assistant to the Director. Coordinate with CNSM, Biology and Wildlife Department, and Provost Office on tenure-track faculty assignments, workloads, contract letters, etc. Coordinate the collection of data for faculty files for all IAB/CNSM joint faculty.Administrative / HR Management: Under the direction of the Executive Officer for the Institute of Arctic Biology, perform a wide variety of complex administrative and support duties requiring considerable independence and discretion. This position serves as a lead for all human resource processing for the Institute of Arctic Biology. Serve as liaison between: 1) senior management and faculty/staff/students and 2) between IAB and UA departments and 3) between major IAB programs (such at Toolik Field Station, CANHR, INBRE, AKCFWRU, etc.) and main campus. Provide guidance and mentoring on all HR related items to the IAB Staff and Administrators who assist with HR functions for the Toolik Field Station, Alaska Cooperative Fish and Wildlife Research Unit, Center for Alaska Native Health Research (CANHR),the Alaska Geobotany Center, the Bonanza Creek Long-Term Ecological Research program, Alaska IDeA Networks for Biomedical Research Excellence (INBRE), and the Center for Transformative Research in Metabolism. Provide expertise related to departmental HR processes, needs, and policies. Identify and implement process and procedural constructs for IAB’s multiple programs. Serve as the primary HR lead for all Toolik Field Station personnel, compensation and employee relation matters. Provide expertise to unit administration, faculty and supervisors for all facets of Human Resources. Advise administration regarding personnel issues by reviewing BOR, CBA and networking with UA HR to ensure policy and legal compliance. Provide advice and guidance to supervisors and employees on matters of conflict. Act as a resource for supervisors starting the disciplinary process to ensure proper documentation and communication; advancing issues to UA HR that move beyond basic employee improvement. Assist with development and submission of position descriptions, job posting requisitions, and recruitment screening materials. Manage recruitment process for the Institute of Arctic Biology, including high-level recruitment; particularly faculty, department directors, and other high profile or complicated recruiting and review to ensure accuracy. Serve as HR approval authority for temporary and student hires for IAB. Provide training on myUA/PageUp software to hiring managers and search committee members as needed. Counsel and advise the IAB Director, Executive Team, Toolik Field Station leadership, and search committee members on recruitment activities to include assuring legal hiring/selection practices are adhered to. Research and provide compensation data to the Director or appropriate hiring authority based upon internal equity and external market data as a guide for salary placement. Ensure new policies and procedures are implemented both departmentally and by staff as required. Work with UA HR to facilitate implementation and to help resolve issues related to new policies. Assess and problem-solve, manage, and coordinate payroll issues, including compensation error, bonus pays, and leave issues
The Institute of Arctic Biology was founded in 1963 by the Board of Regents of the University of Alaska. IAB advances basic and applied knowledge of high-latitude biological systems by integrating research, education, and university, community, and professional service. IAB supports faculty and post-doctoral research, graduate student training and undergraduate research experiences in the sciences of wildlife, physiology, genetics and evolution, ecology and ecosystems, biomedicine, and bioinformatics.

This is a full-time (40 hours per week), 12-month position. Pay for this position starts at a Grade 78, minimum $23.84 hourly, DOE and comes complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.

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