Recruitment & Hiring

• Guide faculty and managers in writing position descriptions, interviewing candidates, negotiating salary, and conducting reference checks.
• Ensure approved recruitments are accurately posted on UF Careers, as applicable.
• Support faculty recruitment in collaboration with the Assistant Director, including monitoring required search committee compliance training, posting advertisements, and assisting with offer letters.
• Manage all aspects of staff recruitment, including posting positions, drafting offer letters, ordering background checks, reviewing applicant pools, and assisting with reference checks.
• Notify managers and Assistant Director of new applicants and track recruitment progress.
• Monitor selection criteria and ensure compliance with regulations.
• Serve as liaison for pre-employment health assessments.
• Close out requirements in UF Careers and ensure proper applicant disposition and archival of recruitment process.
• Process hires and appointments in PeopleSoft for all employee types including TEAMS, Postdoctoral Associates, OPS, Graduate Assistants, Student Assistants, Federal Work Study, Courtesy, and Volunteers.
• Ensure completion of hire documentation and required training.
• Create and maintain personnel files for all employees and affiliates.
• Facilitate onboarding tasks such as email setup, building access, drive access, GatorONE card requests, and internal communications.
• Ensure timely entry and updates of distribution budget tables (DBTs), coordinating with college research administrators for those requiring grant funding.
• Create graduate assistant appointment and reappointment letters; enter tuition waivers and payroll distributions; manage graduate assistantships through the lifetime of their appointment including the annual evaluation process.
• Serve as primary liaison for J-1 visa processing and assist with H-1B and permanent residency documentation, including communicating with foreign national employees/hires, the Department, the College, the University International Center, the University Immigration Compliance Services, University Tax Services, and/or Fragomen and Associates (external provider) to make sure all necessary work authorization documentation is processed and current for all foreign national employees and incoming hires.
• Support the Assistant Director with position descriptions, reclassifications, and new position requests.
• Maintain recruitment records and enter hires and terminations into the PHHP-ISA database.

HR Transactions & Organizational Support

• Create and update position descriptions, facilitate reclassifications, special pay increases, and new position requests.
• Maintain the department’s organizational chart.
• Process HR transactions in PeopleSoft, including lump sum payments, additional pay, extended leave of absences (including FMLA), vacation requests, leave cash outs, terminations, FTE changes, supplement payments, and special pay increase entries.
• Supervise and coordinate personnel actions for all employee types, including onboarding, training, and compliance.

Payroll Responsibilities

• Manage departmental time entry and ensure timely approval by supervisors.
• Track and process faculty leave requests, approvals, documentation.
• Train employees and supervisors on time reporting systems and policies.
• Review bi-weekly preliminary and final payroll lists for the department and follow-up with employees to correct time entry and leave submission issues. Where indicated, notify supervisor of non-compliance.
• Ensure accurate and timely approval of employee time in PeopleSoft.
• Send regular email reminders to employees and supervisor to meet time entry and approval deadlines.
• Review submitted time entries for errors or exceptions prior to payroll approval deadlines.
• Obtain and maintain documentation of supervisor approval as needed for reconciliation and documentation.
• Troubleshoot and resolve payroll-related issues in collaboration with employees and supervisors.
• Maintain supervisor time approval groups and update timesheets for employees on an extended leave of absence.

Licensing, Compliance, & Tracking

• Monitor and process outside activity forms and ensure timely renewal of expiring disclosures.
• Ensure required training compliance for all employees per university, college, and grant regulations.
• Maintain the UFSIP (self-insurance plan) database for postdocs, faculty, clinical volunteers, and extra-curricular student activities.
• Assign UF ID numbers and process department affiliation requests for visitors, research participants, and others.
• Serve as point of contact for IT and network access requests.
• Act as the primary departmental security administrator for Physical Therapy and Rehabilitation Sciences Doctorate programs including requesting and certifying security roles.

Departmental Administration

• Coordinate volunteer process including paperwork, background checks, ePAFs, onboarding, hour tracking.
• Mentor supervisors on personnel issues, performance appraisals, and supervisor responsibilities.
• Attend HR workshop, staff meetings, and faculty meetings.
• Assist with tenure and promotion and other faculty evaluative processes as requested.
• Complete other duties as assigned.