Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Human Resources. This position is for the Medical School Campus.
This role provides audit and input of faculty appointment data, and is the primary source of information for Faculty appointments. This position will provide expert consultation and customer service for the university departments and/or schools regarding University and APGAR appointment policies and procedures.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provides customer service by responding to inquiries via email, phone or workflow/business process. Logs issues in tracking system/database as required. Develops strong relationships and collaborates with other teams, such as payroll, benefits, employee relations, department leaders. Utilizes resources to ensure that a complete and accurate response is provided.
Analyzes and audits transactions entered by departments during payroll cycle for accuracy. Enters in HRMS and maintains faculty and faculty VA appointments in compliance with the faculty/VA contract, ensuring accurate pay and benefits processing.
Ensures proper support documentation has been provided and reviews for accuracy. Reports problems to the appropriate department and/or Human Resources Manager. This includes faculty offer letters, employment contracts and non-compete agreements.
Acts as an expert resource to addresses questions/problems and provide assistance to departments to assure timely and accurate submission of appointment documents and contracts. This requires extensive coordination between departments when prime and joint and contract appointments are involved.
Provides information/guidance to the Dean’s office and departments regarding titles and types of appointments that must be sent to designated committees for approval. Ensures committee membership meets the bylaws of the Medical School for appointments, promotions, title changes and change of status of faculty members. Advises departments and committee chairs on applicable polices and processes, including supporting documentation that meets APGAR requirements for review. Works to ensure a smooth progression of the process.
Ensures the accuracy of information contained in faculty appointment, promotion, re-appointment letters and contracts applying university APGAR policies. Coordinates, prepares and distributes various documents for budget submission, Executive Faculty Annual Agenda, tenure review information, faculty appointment letters and clinician track contracts.
Analyzes, on a monthly basis, the processed faculty appointment documents to determine if appointment letters are necessary. Coordinates prime and joints with multiple job actions to ensure supporting documentation is developed or has been provided.
Reviews Executive Faculty minutes to determine what actions have taken place that may require appointment and/or payroll processing changes, such as promotions, title changes, transfers, etc.
Acts as a liaison between the Danforth Faculty Records Office, Payroll and Medical School departments regarding policies and procedures and addresses issues from payroll assistants and departments.
Ensures that I-9 materials are reviewed and maintained for all faculty appointments. This includes ensuring receipt and verification of backup documentation within the appropriate timeframe and performing yearly audits to ensure records are accurate. Coordinates with the Office of International Students and Scholars for visa issues for new faculty appointments.
Assists in providing training and direction to the appointment staff in the administration of the appointment process assuring that all information and services are provided as required.
Advises on policies and procedures necessary to achieve objectives of the appointments office.
Handles special projects as assigned.
Performs other duties as assigned.
High school diploma or equivalent high school certification with three to five years of experience in HR services and payroll.
Bachelor’s degree and one to three years of HR services/payroll experience.
Prior experience in a large complex environment.
Previous experience with university structure/faculty appointments.
Previous experience in a customer service environment.
Strong communication/organizational skills.
Verbal and alpha numeric ability.
Ability to work independently and use discretionary judgment.
Knowledge of HR systems - Workday preferred and/or payroll software.
Excellent interpersonal skills, written and verbal.
Self-motivated with a high degree of reliability, accuracy and productivity.
Ability to manage deadlines with attention to detail.
Positive outlook and willing to accept feedback.
Ability to handle confidential information.
The hiring range for this position is $47,986 - $61,194 annually.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.