Human Resources Assistant III

Job Posting Title:

Human Resources Assistant III

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Hiring Department:

College of Liberal Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

UT Austin offers a competitive benefits package that includes:  

• 100% employer-paid basic medical coverage 
• Free Capital Metro bus rides
• Retirement contributions  
• Paid vacation, sick time, and holidays  
• Career growth & professional development

To learn more about the full range of benefits available to University of Texas at Austin employees, please visit our Human Resources website: https://hr.utexas.edu/ 

Explore more about the College of Liberal Arts:
College of Liberal Arts Website
COLA Staff Leadership Academy
Staff Professional Development Fund

Purpose

This position serves as a key front-line representative of the College of Liberal Arts Human Resources team. It is primarily responsible for providing I-9 support and ensuring compliance with university and college policies and procedures. The role also offers guidance to faculty, staff, students, and visitors on a wide range of human resources matters.

Responsibilities

• Compliance Management: Support the HR Director in managing compliance-related activities, including I-9 documentation, student eligibility verification, work authorization, records management, and other compliance oversight tasks. Assist with required reporting and follow-up communications.
• Workday: Collaborate with the Dean’s Office to create and manage Workday business processes for student hiring, onboarding, time reporting, and separation. Provide additional support to the HR team with Workday reporting and troubleshooting. Assist HR assistants and partners across the college, with opportunities for ongoing learning and growth. Serve as the I-9 Partner and lead I-9 processing for the office.
• Customer Service and Communication: Manage the centralized HR email account, ensuring timely responses, proper triaging, and issue escalation as needed. Serve as the primary point of contact for HR inquiries - greeting visitors, fielding phone calls, and offering general assistance. Act as a liaison between the HR team and department HR contacts to promote effective communication.
• Office Management: Monitor and maintain office supply inventory and coordinate orders and deliveries, including copy maintenance. Support the hiring and supervision of any work-study students assisting the Dean’s Office HR team.
• Planning and Scheduling: Assist in scheduling meetings and training sessions, following up on action items, and contributing to process improvements. Assist with maintaining and enhance the HR section of the website and other public-facing information.
• Special Projects: Assist with special projects and initiatives as assigned by the HR team.
• Other duties as assigned - perform additional related tasks as needed to support the HR function and college operations.

Required Qualifications

A high school diploma or GED and a minimum of four years of experience in human resources functions. Excellent oral and written communication skills, with the proven ability to effectively engage with all levels of management, and respond to faculty, staff, and students in a clear, concise, and tactful manner. Demonstrate regular and reliable attendance. Professional and positive demeanor with a strong customer service focus. Ability to work effectively both independently and as part of a team, adapting to varying levels of supervision and collaboration. Demonstrated ability to handle sensitive and confidential information with discretion and integrity. High level of proficiency in Microsoft Office programs (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn and adapt to new systems. Self-starter with strong organizational skills, capable of working efficiently and flexibly in a fast-paced environment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in human resources, business administration, or related field. More than two years of experience in human resources functions, with a focus on onboarding, hiring, or timekeeping. Experience working in a higher education or public sector environment, especially within a large institution. Familiarity with The University of Texas at Austin policies, procedures, and administrative systems. Proficiency in Workday, including HR business processes, reporting, and onboarding tasks. Knowledge of federal and state employment laws, including I-9 compliance and work authorization procedures. Proven ability to manage a high volume of inquiries and service requests with professionalism, accuracy, and efficiency. Demonstrated experience coordinating meetings, trainings, or events, including scheduling, logistics, and communication. Experience using platforms such as Qualtrics and Box. Strong attention to detail and a demonstrated commitment to continuous process improvement.

Salary Range

$52,000 + depending on qualifications

Working Conditions

• Typical office environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.