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University of Wisconsin - Madison

Position Vacancy ID: 83194
Title: UNIV BUS SPEC SUP

Working Title:UNIV BUS SPEC SUP
FTE:1
Schedule - Range:81-04
Organization:GENERAL SERVICES - VP DIVERSITY AND CLIMATE PGMS
Schedule
Comment:		7:45-4:30 / 45 minute lunch break

Job Summary:This position will be working as part of the senior leadership team of the Vice Provost and Chief Diversity Officer (CDO). This position will help to build the rapidly evolving Division of Diversity & Campus Climate (DDCC). The DDCC was formally chartered in the fall of 2010. The division includes one of the nation's largest K-16 higher education pipeline programs (PEOPLE Program), the nation's only urban art-scholarship program learning community.(Office of Multicultural Arts Initiatives), the University's affirmative action office (Office Equity and Diversity) the largest strategic partnership with the Posse program, federally funded Center for Educational Opportunity efforts designed to facilitate the success of first-generation and low income students, and a range of offices, programs, and initiatives designed to enhance intergroup dialogue, campus climate, and community building efforts institutionally.
The Program Assistant Supervisor - Advanced will serve as a key member of the senior leadership team charged with building this newly formed infrastructure into a best-practice CDO portfolio divisional structure and deeply institutionalizing its presence and potential to help further catalyze the diversity efforts of the entire University community.
This position functions as a professional human resources manager in Office of the Vice Provost for Diversity and Climate in addition to managing all security and processes regarding HRS, managing the unclassified and graduate student payroll process, as well as supervising and overseeing the Administrative Unit. Responsibilities also include providing guidance and oversight of the classified, and undergraduate payrolls generated from all units. This includes approximately 80 permanent FTE. During the peak of the academic year and summer programming this includes approximately 400 academic staff, classified and graduate employees, and 300 undergraduate employees. This also includes the supervision of approximately $17 million budget process. This position functions as the primary liaison to Classified Human Resourses, Academic Personnel Office and the Madison Budget Office.
Under the general direction of the Vice Provost/Chief Diversity Officer, this position is responsible for advising all Directors, Administrators and Managers in all of human resources management issues. This position must be have expertise in a wide variety of complex human resources laws, policies and procedures covering employment such as those delineated in Wisconsin Statutes, Wisconsin Administrative Code, OSER, UW-System Personnel Guidelines, and UW-Madison Personnel Policies & Procedures as well as a variety of state and federal employment laws such as FLSA, FMLA UC, WC and ADA. This position is also responsible for the management and supervision of the Administrative Unit which includes all Payroll & Benefits, Financial, Budget, and Purchasing responsibilities for the Division

 

Goals and Worker Activities

A.30%Supervise and Manage staffing activities for unclassified, classified, and graduate student positions.
1.Supervise management and supervisory staff on recruitment staffing policies, procedures and options in accordance with State statutes, UW-System Administration and UW- Madison policies and procedures. Advise managers on best strategies for filling vacancies.
2.Supervise and process all requests to fill vacant positions, determining types of recruitment. Review, approve and coordinate layoff and nonrenewal job postings. Make appropriate referrals in situations such as layoffs and nonrenewals and advise managers and employees as appropriate.
3.Supervise managers in staffing positions by conducting analysis of job qualifications necessary for positions.
4.Supervise managers and supervisors on appropriate and effective interviewing techniques and provide guidelines for legal interviewing.
5.Analyze new and vacant positions responsibilities. Determine appropriate classification for the position. Determine if position is classified or unclassified. Consult and advise with VP and directors on determining appropriate classification.
6.Consult with CHR regarding types of examination screening tool to be used for classified staff recruitments. Recommend screening options for unclassified staff recruitments. Ensure all methods are content valid.
   
B.30%Manage classification and compensation for unclassified and classified positions and serve as resource to to management and staff regarding a variety of human resources issues.
1.Analyze rate/title change requests. Compare old and updated position descriptions and determine whether or not the request is appropriate. Analyze discretionary compensation award requests. Determine whether or not the request is appropriate to process.
2.Advise management on provisions of various compensation options such as base adjustments, promotions, overloads, reclassifications, DCA's, etc. Counsel administrators and management on the procedures to implement these provisions.
3.Instruct and guide units and personnel in the updating and modification of complex or problematic position descriptions and other necessary documents in support of rate/title changes and reclassifications.
4.Coordinate all personnel classification analysis for division. Advise units on the process, review position descriptions, communicate findings and recommendations to CHR and CPO on classification specifications.
5.Serve as divisional contact person for human resourses issues including those covered by Wisconsin Statutes, Wisconsin Administrative Code, Office of Employment Relations (OSER), and UW-System Personnel Guidelines as well as a variety of state and federal employment laws such as FLSA, FMLA, UC WC and ADA.
   
C.20%Manage payroll and related functions. Payrolls must accurately conform to University rules and regulations, the guidelines of the Wisconsin Retirement System (WRS), the Social Security System (SSS), Fair Labor and Standards Act (FLSA) and payroll and benefits procedures in general. Funding periods for appointments may vary and include grant funding periods that don't necessarily coincide with fiscal year funding, complicating payroll issues. Respond to questions regarding paychecks, leave balances, and other payroll-related questions. Prepare special payrolls as needed. Supervise the management of all student, LTE and classified employees.
1.Manage payroll and related functions. Payrolls must accurately conform to University rules and regulations, the guidelines of the Wisconsin Retirement System (WRS), the Social Security System (SSS), Fair Labor and Standards Act (FLSA) and payroll and benefits procedures in general. Funding periods for appointments may vary and include grant funding periods that don't necessarily coincide with fiscal year funding, complicating payroll issues. Respond to questions regarding paychecks, leave balances, and other payroll-related questions. Prepare special payrolls as needed. Supervise the management of all student, LTE and classified employees.
2.Administer and coordinate payroll policies and procedures for all Unclassified and Classified employees.
3.Create and enter appointments into the Human Resource System (HRS), as appropriate. Coordinate electronic appointment from preparation and processing based on appointment information and verify eligibility of appointee and coding of form. Input personnel info and salary on-line via HRS Job and Employee Management System (JEMS) for new appointments, changes and terminations.
4.Coordinate payroll edit report process to insure timely/accurate payments. Reconcile payroll edit reports to verify entry and resolve problems before the payroll calculation. Resolve funding problems reported by Accounting Services after the payroll calculation. Resolve problems reported on the various reports generated by the OHR-Service Center such as regular error listing, appointment overload and appointment compare reports.
5.Coordinate data collection from new employees, including review/processing of W-4, bank authorization for paycheck direct deposit, campus address forms, I-9 forms, Background Information Disclosure (BID) forms, and International Tax forms for resident aliens and international employees. Maintain expertise in all federal, state and university regulations regarding employment and payment of employees.
6.Oversee the creation of appointment letters and distribute with necessary paperwork for all employees.
7.Act as liaison between the Divisional Office, Employee Compensation and Benefits Office, Risk Management and the Bursar's Office.
8.Serve as the Divisional Benefits Coordinator. Distribute, audit and maintain records of all applications for insurance, process prepayment forms for insurance, process retirement forms, insurance cards and refunds, insurance policies beneficiary forms, income continuation and all other forms and correspondence regarding fringe benefits. Review all forms for accuracy and appropriateness and work directly with employees and supervisors to modify them, as necessary.
9.Manage the unclassified leave accounting process to ensure compliance with polices. Manage the Unclassified Leave Accounting (UCLA) program for the Division. Collect and audit monthly UCLA forms from staff, resolve any reporting discrepancies, input data via on-line entry. Answer questions and resolve discrepancies regarding leave balances with staff.
   
D.15%Supervise all Budget, Financial and Purchasing activities within the Division.
1. Advise and work with the Vice Provost, Campus Budget Office, and Accountant in the annual budgetary planning, development, preparation and finalization of the process
2.Assist with ongoing budget administration by conducting a detailed monitoring of multiple funds (101,136, 133, 233, 402, and 144).
3.Analyze all program budgets for budget cuts; make recommendations to the Vice Provost including justifications and ramifications.
4.Oversee monthly budget control sheets for sufficient balances in each account. Extract data to prepare official monthly budget reports, determine the balance between annual budget and projected spending and inform the Associate and Assistant Deans of status of the budgets.
5.Oversee creation and maintenance of purchasing and accounting records for all program related accounts.
6.Supervise and manage supply, equipment and repair contracts for all units. Oversee the completion of all requisitions and work orders (and supporting documentation as required) each year to provide equipment, supplies, and services for the entire office. This includes capital purchases and services.
7.Supervise/Oversee the Accountant in all E-Reimbursement policies and procedures to ensure all units comply with UW and State policies.
8.Oversee the coordination of tuition remission, the third party deferral information sent to the Bursars Office to ensure timely/accurate tuition remission calculation each semester. Identify all graduate students who qualify for tuition remission. Resolve any problems with tuition remission resulting from appointment changes during the semester (Termination, percent adjustment, etc).
   
E.5%Other duties as assigned by the Vice Provost/Chief Diversity Officer, Assistant Vice Provost and Special Assistant to the Vice Provost/Chief Diversity Officer.
1.Other duties as assigned by the Vice Provost/Chief Diversity Officer, Assistant Vice Provost and Special Assistant to the Vice Provost/Chief Diversity Officer.
   

Knowledge and Skills

  1. Knowledge of all payroll/personnel laws, rules, policies and procedures pertinent to Classified, Academic, Graduate Students and Student Hourly employees pertaining to recruitment, classification , compensation and fringe benefits.
  2. Knowledge of accounting, budgetary formulation, implementation, and management. Knowledge of or ability to learn UW-Madison Purchasing, Budgeting, and Accounting control polices and procedures.
  3. Knowledge and ability to navigate between the Microsoft Office suite of products for creating and sharing documents, spreadsheets, graphics and charts from on product to another. Word and Excel are particularly important.
  4. Experience with various UW-specific programs including WISDM, CHRIS/PVL, HRS and ISIS
  5. Experience working with a diverse population of students and staff.
  6. Demonstrated general business skills in analysis, forecasting, strategic planning, budgeting, planning, and reporting.
  7. Experience in FMLA and ADA policies and procedures.
  8. Excellent oral and written communication skills.
  9. Attention to detail.

Other Useful Links
University Of Wisconsin Home PageUW Office Of Human Resources
UW Madison Campus Safety Information
Wisconsin OSER (Office Of State Employment Relations) Home PageOSER State Personnel Information