Senior Administrative Specialist - UBA​/College of Music

Position: Senior Administrative Specialist - UBA / College of Music
Department

University Business Administrators - College of Music

Responsibilities

Responsible for providing high level professional support to facilitate the management, administrative direction, and coordination of staff in relation to human resource transactions, policies, and procedures for the College of Music (CoM). Serves as a principal liaison between the CoM and the Office of Human Resources.

* Develops, implements, and oversees internal business processes & procedures to comprehensively manage human resource transactions at the College of Music (CoM). Manages multi-step processes to effectively facilitate a large frequency of personnel hires, unique credentialing requirements with the college, varied background check requirements, and detailed position updates based on specialized applied cultural arts duties. Provides strategic support and advises College of Music administrators, faculty, and staff on university processes and best practices.

* Serves as the liaison between the CoM, Office of Faculty Development and Advancement and Human Resources, developing and maintaining partnerships throughout the university to attain CoM goals and objectives. Serves as a highly visible representative of the College via recruitment activities and communications to include serving on hiring committees, coordination of onboarding requirements for faculty, staff, OPS personnel, and graduate assistants, and development of orientation initiatives.

Tracks and follows up on onboarding, training, employment contracts and evaluations, ensuring requirements are met throughout the college. Creates, maintains, and disseminates policy documents, procedures, and job aids relating to human resources to support the mission of the College of Music. Interprets, monitors, and analyzes information regarding operating policies and procedures to identify and address potential compliance issues and makes recommendations to senior management.

Develops and communicates these best practices to administrators, faculty, and staff.

* Responsible for oversight of daily office management and supervision of assigned staff. Manages the recruitment, hiring, training, and evaluation of UBA/CoM staff. Provides guidance and direction to site staff in duties necessary to ensure accurate and timely transactions. Advises College of Music administrators, faculty, staff, and students regarding appropriate methods of compensation and/or reimbursement for individuals and groups, based on University policies and procedures.

Works directly with internal stakeholders to regulate quality control of HR tasks, and assists in mitigating training deficiencies while developing opportunities, supplemental training, and resources to enhance operations. Ensures polices are followed in regard to summer camps specific recruitment, background check process, and hires. Utilizes discretion and independent judgment in resolving problems that have a significant impact on the overall goals of the College.

Serves as the backup Department HR Representative for attendance and leave and payroll functions as needed.

* Responsible for the tracking and maintenance of faculty and staff E&G variance reports for Music to include updating internal rate-tracking, vacant/filled faculty, and staff salary allocation documents upon personnel hires and separations. Ensures recruitment activities align with anticipated rate allocation reports, salary budget projections, and planning. Partners with Assistant Dean to investigate departmental needs and operations providing guidance in the development of position descriptions.

* Ensures compliance with Faculty Credentialing Policy and prepares Instructor Credentials System profiles for new instructional faculty upon hire. Participates in short and long-range planning of College of Music administrative processes and program development. Assists with special projects and assignments related to human resource transactions, faculty appointments, and graduate assistantships upon request.

Qualifications

Bachelor's degree and four years of experience; or a high school diploma or equivalent and eight years of experience. (

Note:

a combination of post high school education and experience equal to eight years.)

Preferred Qualifications

The successful candidate will demonstrate a collaborative attitude and the ability to thrive working with faculty, staff, and students from a range of different backgrounds and specialties.

Excellent customer service skills are required for success in this position.

We are especially interested in candidates demonstrating the following:

* Attention to detail, communication skills, and the ability to work independently

* Ability to communicate clearly, accurately, and professionally verbally and in writing

* Experience successfully prioritizing, organizing, and performing multiple work assignments simultaneously

University Information

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