Notice: The University of Tennessee is transitioning to a new career site in January 2025. There may be a period in which our applicant website is unavailable for new applications. Current applications will be reviewed by hiring committees, but new accounts will be necessary for future applications. Thank you for your patience. Human Resources Specialist
Department: University Libraries, Administration and Human Resources Office Non-exempt, MR07
POSITION SUMMARY This position is located in the Human Resources and Administration Office of the University Libraries and includes advanced administrative job duties related specifically to human resources and generally to the overall work of the office. This position processes a wide range of payroll, personnel, and other associated transactions, and provides broad support to faculty and staff, recruitment and onboarding processes. This position initiates and processes all HR documents to ensure timely & accurate completion for all employees (approx. 150 full time and 80 student library assistants) across the University Libraries and is responsible for providing customer service to all constituents of the Libraries; including students, parents, faculty, staff, donors, alumni, other campus administrators and the general public. This individual must be knowledgeable and efficient in providing responses to questions and have the ability to direct people in the appropriate direction for problem resolution. Decision-making and confidential record-keeping related to all personnel (from hiring to termination) directly impacts the Libraries, and University's ability to follow consistent and compliant employment practices. The holder of this position works collaboratively as part of a team to implement processes and procedures and assist with development of policies for all HR functions, ensuring alignment with strategic goals. The Administration and HR Office must be covered from 8:00am - 5:00pm, Monday - Friday.
Qualifications: RESPONSIBILITIES - Payroll
- Serves as payroll specialist for the library
- Facilitates management and employee understanding of payroll procedures
- Reviews Time Detail Report to ensure bi-weekly time entry completion
- Enters bi-weekly student payroll
- Serves at Federal Work-study payroll time approver
- Monitors employee certification process of monthly employees
- Processes additional pays for monthly student workers & other employees as needed
- Updates timesheet deadlines information on library website
- Assist employees with leave balances questions
- Compiles and monitors family medical leave records
- Human Resources Support
- Manages, monitors and executes all staff and student HR transactions (from hiring to termination) and ensures timely and accurate completion - pay changes, personnel changes, positions changes, request requisitions to fill an open vacancy, moving allowances, & terminations.
- Maintains all student job postings including GTA/GRA positions on Library website & on HandShake
- Facilitates all new hire paperwork for staff, student assistants & graduates assistants
- Ensures all SLAs are enrolled in the University via Banner each semester and prior to hiring
- Manages Library federal work study process
- Serves as I9/E-Verify Coordinator - including remote I-9s if needed
- Reviews HR transactions for staff and students in workflow initiated in other campus departments
- Provides administrative support on all staff (exempt and non-exempt) search committees to ensure compliance
- Posts position postings on library website & all staff emails are sent out
- Manages candidate materials; including processing job offers
- Assists with coordinating phone interviews, campus interviews, and reference calls
- Assists with interview schedules, including calendaring and room reservations
- Coordinates travel for candidates to interview; coordinate necessary hotel, parking, and lunch/dinner arrangements for interviewee; obtain information for packets and letters to interviewee
- Prepares letters, documents, reports related to HR
- Maintains departmental HR files and records
- Assists with material for onboarding & schedules check-ins during 1-year onboarding program
- Updates & maintains staff directory for staff
- Assists with employee engagement
- Creates content and design for monthly HR bulletin and Monthly Mingle engagement activities.
- Collaborates with HR team to plan Monthly Mingle events
- Operations Support
- Provide administrative support to Dean, Associate Deans, Assistant Deans, HR & Administration Manager as needed
- Back-up to Dean's calendar
- Completes 1 - 3 hours of professional development each month
- Assists with library functions and events as needed
- Co-supervisor Student Library Assistants
- Office support
- Other duties as assigned
QUALIFICATIONS Required - High school diploma or GED and three years relevant experience, or an equivalent combinations of education training, and experience.
- Bachelor's degree if no experience.
- Excellent oral, written, and interpersonal communication and customer service skills
- Excellent organizational and time management skills with demonstrated ability to prioritize, multi-task and meet multiple deadlines.
- Demonstrated attention to detail.
- Ability to exercise good judgment, confidentiality, and discretion in the performance of all work assignments.
- Ability to develop and maintain positive working relationships with diverse audiences including administrators, faculty, staff, students, and stakeholders.
- Demonstrated ability to exercise initiative for problem solving.
- Ability to adapt to shifting priorities.
- Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams, SharePoint)
- Ability and willingness to learn new skills as necessary.
Preferred - Bachelor's degree
- Payroll experience
- Two years of experience working in a busy office environment
- Experience working with Oracle
- Experience working in a University environment
The UT Libraries champions diversity in collections and staffing. The University of Tennessee is committed to creating a welcoming environment. More information about how we put our principles of civility and community into action is available at
Application Procedures A background check is required prior to hiring. In order to be considered for candidacy,
you must submit a cover letter addressing the above qualifications and a current resume. For assistance or questions about using the UT online application system, contact University of Tennessee Human Resources: 105 Student Services Building, Knoxville, TN 37996-0213 Office Hours are 8:00 a.m. to 5:00 p.m. (865) ###-####