Classified Employment Opportunity!

Human Resources Assistant III #31
Extension Human Resources Office

ASSIGNMENT LOCATION: WVU Extension Service Knapp Hall Morgantown, West Virginia
Closing Date: July 17, 2008

This position headquartered in Morgantown, WV, provides professional level coordination of the statewide faculty, staff and graduate assistant recruitment process in the WVU Extension Service Human Resources (EHR) unit. May require occasional independent overnight statewide travel.

Duties and Responsibilities:

65% RECRUITMENT/EMPLOYMENT
Faculty, Non-Classified, Academic Professional Positions and Special Searches:

• Administers the faculty, non-classified, academic professional, and other University departments’ special search recruitment processes from conception to conclusion following all established EEO/AA policies and procedures by working closely with Director, search committee members, Academic Affairs staff, Social Justice staff, potential applicants, interview candidates, local constituents, media sources, and government officials.
• Conducts confidential reference checks on candidates.
• Compiles Search and Selection report packets (offer letters, EEO information, advertisements, resumes, justifications) for approval of positions that are forwarded to Academic Affairs and Social Justice Offices.
• Drafts letters (offers, search committee and applicant correspondence) for Associate Provost’s signature based on information received from EHR Director.
• Prepares Memorandums of Agreement (MOA) to either approve or reject finalist(s) for Extension Agent vacancies to be presented before County Extension Service Committee (CESC) meetings as mandated in State Code.
• Supply new employee and resignation information to Office of Organizational Advancement for article release in FOCUS (Extension biweekly electronic newsletter).
• Travels independently to host candidates to on and off-campus locations (55 county offices and Jackson’s Mill).
• Prepares news releases of new professional hires to be released in area newspapers (55 counties).
• Represents WVU Extension Service by engaging in recruitment activities, attending local and regional Career Fairs.

Classified Positions:

• Coordinates the classified recruitment processes from conception to conclusion following all established EEO/AA policies and procedures by working closely with Senior Human Resources Representative, hiring supervisor, potential applicants, interview candidates, and media sources.
• Supplies new employee and resignation information to Office of Organizational Advancement for article release in FOCUS.

Graduate Assistantships:

• Administers the graduate assistant recruitment processes from conception to conclusion following all established EEO/AA policies and procedures by working closely with EHR Director, hiring officer, search committee members, Academic Affairs staff, Social Justice staff, Financial Aid staff, potential applicants, interview candidates, local constituents, media sources, and government officials.
• Prepares screening and interviews tools to evaluate applicants and candidates.
• Interviews, along with Hiring Officer and search committee, candidates for GA positions.
• Conducts reference checks on candidates.
• Prepares offer letters for the Director’s signature based on information received from hiring officer.
• Prepares and process rejection letters for the Director’s signature.
• Arranges for tuition waiver for final candidate.
• Maintains data and generates reports for tracking of diversity and minority recruitment and Civil Rights Reviews.
• Represents WVU Extension Service by engaging in recruitment activities, attending local and regional Career Fairs.

10% BACKGROUND CHECK PROCESSING

• Coordinates background check processing for the Extension Service faculty, classified, and graduate assistant finalists working closely with the Central Human Resources Employment Unit.
• Obtains necessary documentation from applicants in timely manner to forward to Central HR Employment to initiate background check process, monitor status of each individual’s background check, and respond accordingly to each background check result.

20% TUITION WAIVERS / PERFORMANCE APPRAISALS

• Manages the notification and forms processing for Tuition Waivers for faculty, staff, and graduate assistants for WVUES, ensuring Academic Affairs deadlines are met for the academic year and summer sessions; receive phone calls and e-mails from faculty, staff, and graduate assistants to answer regarding guidelines.
• Works with Academic Affairs staff to resolve problems associated with faculty/staff tuition waivers as necessary.
• Conducts annual Performance Appraisal form preparation training with Senior Human Resources Representative.
• Notifies via email, WVU Extension Service employees of annual Performance Appraisal schedule, correct forms, due dates, and deadline reminders.
• Receives annual Performance Appraisals for WVU ES classified employees and assures appropriate signatures are affixed.
• Monitors the status of incomplete and late arriving Performance Appraisals.
• Attends and participates in professional development sessions necessary to improve skill sets required for this position.
• Participates in, as directed, conferences, workshops and committee meetings.

5% EHR ADMINISTRATIVE SUPPORT & CUSTOMER SERVICE

• Receives and screen visitors and telephone calls for Extension HR Director and staff as third back-up position for office telephone coverage and direct callers to appropriate individual.
• Maintains extensive office filing systems alphabetically by subject matter.
• Maintains, creates and tracks classified personnel evaluations; track current faculty/staff searches.
• Serves as backup support for other EHR professionals.
• Serves as backup person for the Accounts Payable/Receivable processes.
• Advocacy for stakeholder relations on behalf of the WVU Extension Service.

5% TECHNOLOGY SUPPORT:

• Creates and edits administrative and faculty position announcements for distribution to various media sources and for publication on both Extension web sites.
• Researches various media sources for specific types of position (agriculture and natural resources, 4-H Youth, Families and Health, community and economic development).
• Prepares reports for EHR such as research or statistical work by utilizing Microsoft Access and Excel spreadsheets and databases, registration forms, Power Point, Microsoft Word, GroupWise and Netscape.
• Videotapes faculty interview presentations using video camera, tripod.
• Sets up LCD projector, laptop computer, and screen for faculty presentation for the recruitment interview process, trainings, and New Employee Orientation.
• Creates and delivers presentations using PowerPoint software.
• Creates summary reports for Director utilizing Microsoft Office applications.
• Creates forms, covers, graphs, and charts using a scanner to enhance presentations.
• Develops ad hoc reports to Director as necessary using PowerPoint, Publisher, Print Shop, color printer, and scanner.
  

• Education: Associate’s degree in Human Resources, Industrial Relations, Career Development, Organizational Development, Personnel Management, and Business Administration, Public Administration or related field or equivalent combination of education/experience is required for the level of communication this position has with departments and Extension stakeholders. Bachelor ’s degree preferred.
• Licenses and certifications: Valid driver’s license to travel independently as candidate host during faculty interviews.
• Knowledge:Thorough knowledge of modern human resource policies and procedures, with the ability to communicate this information to administrators, supervisors, support staff, students, applicants and candidates; knowledge of public administration, including organization, personnel, and fiscal management procedures; demonstrated understanding, acquired knowledge and implementation of both the letter and spirit of all laws, policies and procedures relevant to Social Justice including, but not limited to, Affirmative Action, Americans with Disabilities Act, and full equitable access to all programs and services offered by EHR; demonstrated knowledge of general office methods, procedures, and practices; knowledge of correct English, grammar, spelling, and punctuation; demonstrated knowledge of PC based software (Microsoft Office, relational databases, GroupWise E-mail) and their applications in a university business office environment; knowledge and ability to use or set-up presentation software and/or hardware; general familiarity of mainframe-based computer applications such as MAP Oracle; and working knowledge of basic business mathematics.
• Skills: Substantial organizational and time management skills required in managing multi-unit vacancy searches, reports, projects, and analyzing the needs of Extension Service unit managers and employees; interpersonal skills in dealing effectively with administrators, faculty, support staff, students, and applicants; demonstrated proficiency in professional interviewing techniques; excellent computer skills using Oracle software programs, Microsoft Office applications in Windows environment; demonstrated excellent oral and written communication skills to professionally impart information to WVU employees of all levels, Extension Service employees, and the general public; demonstrated initiative and problem solving skills to react appropriately to situations encountered to ensure the smooth operation of the office; mathematical skills to accurately prepare travel documents; assertiveness skills necessary to ensure compliance with regulations; and conflict resolution skills and confidentiality are priorities (ex.: dealing with participants in interviewing, grievance issues, merit issues, etc.).
• Abilities: Demonstrated abilities to maintain strict confidentiality standards as required by all regulations related to human resource issues; using attention to details; to function as a team member within the unit; to use Microsoft Office software applications and adapt to any upgrades to these applications; abilities to tactfully communicate with employees, supervisors, and the general public in difficult and sometimes controversial situations; to rapidly acquire expertise in MAP Oracle applications; to rapidly acquire thorough understanding of the Extension Service and its mission; to establish and maintain cooperative working relationships within the WVU State system; to interview work-study students following established procedures; to use personal initiative in identifying problems, executing solutions, and managing overlapping deadlines; to travel independently to campus and off-campus locations as candidate escort or for meetings and seminars; to interpret and analyze complex human resource information, reason logically, and explain detailed facts to other individuals; to use a variety of office equipment: personal computer and related components; to use GroupWise E-mail in order to communicate rapidly and effectively with Extension employees in all 55 counties and WVU unit contacts; to file alphabetically, numerically, chronologically, and by subject matter and to retrieve information in a timely manner; to maintain proper attendance and punctuality standards; to proofread typed material and correct errors in sentence structure, grammar, spelling and punctuation; to apply judgment, discretion and initiative in performing complex administrative support work in a variety of subjects, programs or projects; to build team collaboration effort within the program and support units (faculty as well as staff); to communicate both orally and in writing complex information; and to coordinate many difference administrative support tasks, determine relative importance of each, set deadlines, and complete projects in a timely fashion, as well as ability to prioritize work assignments.
• Experience: In a Human Resources Office setting, 2-3 years' experience:

• Organizational Skills
• Oral & Written Communication Skills
• Computer Skills

NOTE: Equivalent combination of education and/or experience may be considered.

Salary:

Entry rate of $24,099.00/year working 37.50 hours per week. This is a classified staff, Pay Grade 14, non-exempt position and therefore subject to provisions of the H.E.A.T. bill:

"Per West Virginia Code 18B-7-1 (d), a current WVU non-exempt classified employee who meets the minimum qualifications for a non-exempt job opening shall be hired before an external candidate is hired unless such hiring is affected by the mandates in affirmative action plans or the requirements of Public Law 101-336. Consequently, there will be occasions where only qualified internal candidates may be considered."

Benefits:

• 401k Retirement program with employer matching
• Annual Leave (up to 24 days annually)
• Sick leave (18 days annually)
• Paid holidays (12+ days annually)
• Workers' Compensation
• Optional benefits:
  • Group Health, Life, and Accident insurances
  • Disability Insurance
  • Optional pre-tax benefits:
    • Child care
    • Dental care
    • Supplemental retirement programs
    • Vision care
  • Tuition Waiver (6 credit hours per semester)
• Travel expense reimbursement
• There are several additional programs and privileges.

Application Process:

• Applicants must follow West Virginia University application guidelines when applying for classified positions.
• It is the responsibility of each applicant to provide the Department of Human Resources with written documentation supporting qualifications for the position.
• An incomplete application may disqualify you from further consideration.
• All information on the form MUST be current.
• This will ensure your application for employment receives a complete and thorough review. Application packets must be received by 5:00 p.m. of the above closing date.
• Applicants cannot fax any of their application materials.

Equal Employment Opportunity:

West Virginia University is an Equal Opportunity Employer and applicants will be considered solely on the basis of individual qualifications and merit without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status. Minorities, persons with disabilities, females and other protected class members are encouraged to apply.

West Virginia University, in compliance with the Americans with Disabilities Act, requests that individuals needing reasonable accommodations in the application or testing process contact the classified staff employment office, in person or by mail, at One Waterfront Place, Don Knotts Boulevard, PO Box 6640, Morgantown, WV 26506-6640 or by telephone, (304) 293-5700.

While every attempt is made to eliminate all possibility of error, occasionally an error may occur. The WVU Human Resources-Classification and Compensation Unit approves official salaries, hourly rates, titles and job classifications for positions. Should errors occur in the preparation of this Position Announcement, the official salary, hourly rate, title, qualifications, and/or job classification shall prevail.

Submitted by Linda Hildebrand.