The posting
Job Profile:
HR Services Specialist 3
Job Family:
HR Services
Time Type:
Full time
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Job profile Summary: Serves as a resource within the college to perform HR activities and advises on policies, procedures, statues, and laws to ensure all human resources transactions are processed in accordance to policy and law.
Job Description:
The Department of Physics is seeking a Department Human Resources Specialist Senior to support a broad range of human resources functions, including recruitment, onboarding and offboarding, employee records, student employment, international visa processes, volunteer and affiliate administration, and departmental compliance activities (e.g., payroll reconciliation, benefits information sessions, HR reporting and data audits, employee communications, and process improvement initiatives). This position works collaboratively with the ASU Central HR team (OHR), faculty, staff, students, and other central university partners to provide accurate, responsive, and customer-focused HR
services.
Position Salary Range:
- $60,000 - $68,000 USD per year
Essential Duties:
- Coordinate volunteer appointment requests and renewals, and support compliance processes for minors participating in laboratory or campus activities. Partner with departmental safety and compliance personnel to ensure required approvals, documentation, training, and records are completed and maintained.
- Monitor Affordable Care Act (ACA) compliance activities by reviewing employee hours, appointment details, and related employment data; identify potential concerns and coordinate with employees, supervisors, and central university partners to resolve discrepancies as needed.
- Complete monthly payroll reconciliations and review payroll reports for each payroll cycle to identify, research, and resolve variances in coordination with employees, supervisors, and central university partners.
- Verify student-hire eligibility each semester, including enrollment requirements. Monitor graduation notifications and employment records to identify student employees whose appointments may require review; communicate with supervisors and coordinate timely employment actions, including end dates, as appropriate.
- Maintain physical and electronic personnel files in accordance with university records-retention requirements and confidentiality standards, including ongoing cleanup and organization of electronic records.
- Coordinate department-supported international visa processes, including initial requests, renewals, and record management for J-1, H-1B, permanent residency, and other applicable visa types. Serve as a departmental point of contact for procedural questions, communicate requirements and timelines, and coordinate with the International Students and Scholars Center, University Human Resources, faculty sponsors, and other appropriate partners.
- Manage courtesy affiliate appointments and related records, including annual renewals, required documentation, and coordination of additional network access when needed.
- Coordinate competitive recruitment processes in Workday and Interfolio for a range of employee categories, including faculty, academic professionals, postdoctoral scholars, staff, graduate students, and student workers.
- Process waiver hire requests for staff, postdoctoral scholars, academic professionals, and faculty in accordance with university policies and required approval processes.
- Support the processing of student hires during peak periods, including graduate renewal cycles, special projects, and other delegated departmental needs.
- Process staff personnel actions in Workday, including FTE, title, salary, and other employment changes, in accordance with university policies and approval requirements.
- Coordinate employee onboarding and offboarding, with particular responsibility for staff employees, to ensure required hire, separation, access, and related employment actions are completed accurately and on time.
- Assist with graduate student and faculty renewal processes, including preparing and processing required documentation, tracking deadlines, and coordinating with relevant departmental and university partners.
- Coordinate and process the annual faculty summer pay cycle, including summer financial aid and faculty teaching-pay actions, in accordance with university deadlines, policies, and approval requirements.
- Guide employees, students, supervisors, and sponsoring faculty through the Authorized Driver process, including reviewing driver authorization requests, communicating requirements, and coordinating completion for departmental needs such as class field trips.
- Respond to questions from employees and supervisors regarding HR business practices and ASU policies, providing clear guidance and connecting individuals with appropriate university resources when needed.
- Work directly with central university partners as needed to support HR operations and resolve employee matters, including ASU Payroll, the Office of Human Resources, Student Employment, the International Students and Scholars Center, The College Dean’s Office, and Insurance and Risk Management.
- Support special projects, reports, process improvements, and other duties as assigned to advance effective departmental operations.
- Stay current on ASU policies and procedures and applicable state and federal laws to support compliant, accurate HR operations.
Desired Qualifications:
- Advanced knowledge of human resources principles, practices, regulations, and professional standards.
- Knowledge of ASU policies, procedures, and HR business practices.
- Experience using ASU systems, including Workday, Interfolio, and reporting or analytics tools, as well as productivity and project-management platforms such as Google Workspace, Microsoft Office, Smartsheet, Dropbox, and Airtable.
- Demonstrated ability to independently lead the development, implementation, and continuous improvement of departmental HR compliance and monitoring processes, particularly those related to payroll, visa administration, and employee status. Ability to collaborate with departmental staff and university partners while taking ownership of projects from assessment through implementation.
- Experience processing payroll and completing payroll reconciliations.
- Experience working in higher education, preferably within an academic unit.
- Experience processing and managing immigration matters, including J-1, H-1B, O-1, permanent residency, and other applicable visa types.
- Demonstrated knowledge of the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), Affordable Care Act (ACA), and applicable university policies and procedures.
- Excellent communication skills, with the ability to communicate clearly and professionally with audiences.
- Ability to work collaboratively, efficiently, and effectively with faculty, staff, students, and university partners.
- Demonstrated commitment to exemplary customer service through active listening, timely communication, and responsive follow-through.
- Ability to work effectively in a fast-paced environment with changing priorities, sensitive and confidential information, and competing deadlines.
Working Environment:
- Activities are performed in an environmentally controlled office setting and require extended periods of sitting, keyboarding, and using a computer mouse.
- The position also requires standing for varying periods, walking moderate distances, and occasional bending, reaching, lifting, pushing, and pulling of up to 25 pounds.
Department Statement:
The Department of Physics at ASU is proud to be:
- Ranked among the top 20 physics programs in the West.
- Home to a Doctoral program ranked 50th nationally.
- A global leader in microscopy and diffraction methods.
We are dedicated to developing exceptional programs and research opportunities for students studying physics. Our faculty are among the finest researchers, educators, and mentors in the field, driving innovation and discovery.
As leaders in solid-state physics research at the nanometer scale, we utilize state-of-the-art instrumentation, including electron microscopes, scanning probe microscopes, ion-beam probes, solid-state lasers, and a low-energy electron microscope. Our experimental research spans the smallest scales, with access to world-class accelerators worldwide.
Driving Requirement:
Driving is not required for this position.
Location:
Campus: Tempe
Funding:
No Federal Funding
Instructions to Apply:
Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.
To be considered, your application must include all of the following attachments:
- Cover letter
- Resume or CV
Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.
Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.
Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.
Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.
Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.
ASU Statement:
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report:
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.
Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.
ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator
Employment Verification Statement:
ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement:
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Fingerprint Check Statement:
This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.
