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Human Resources Coordinator: College of Music - UTK

Position Number: 6079543
Location: Chattanooga, TN
Position Type: Human Resources

Human Resources Coordinator: College of Music - UTK
Knoxville, TN, United States

Job Identification: 2139
Job Category: Human Resources
Posting Date: 03/14/2025
Job Schedule: Full Time
Locations: 1741 Volunteer Boulevard, Knoxville, TN, 37996, US (On-site)

Job Description
This is a new and unique position in the Natalie L. Haslam College of Music; this position will act as the primary point of contact to drive the employment process for all professional, clerical, exempt and non-exempt staff, students, graduate students, faculty, temp and volunteer positions beginning with position descriptions and requisitions through the on boarding of all new employees to exit, and managing and developing all HR processes and procedures. This role will serve as Human Resources Subject Matter Expert, developing all new processes for our new college.

This position will provide guidance to hiring managers, staff, applicants and new employees throughout the employee life-cycle. Collaborate with peers and stakeholders to develop and communicate the best practices, visual guidance, presentations, deadlines, reports and analysis for all human resources functions; onboarding, payroll, change management, offboarding. Coordinates regular and cyclical functions for hiring, exit, salary budget, etc. This role requires proactiveness towards learning and process development with a high degree of business, policy, attention to detail and critical thinking acumen; serves as primary point of contact, coordinating all entries for Human Resource Capital (HCM) data into the campus ERP for the college, advising and supporting stakeholders of those functions.

Responsibilities
1. Hiring and Recruiting Process Management:

Provide consultation and expertise to supervisors, committees, and roles with intersecting functions for all vacant position announcements and hiring procedures, onboarding.
Oversee the recruitment process, from position description (PD) development, position announcements, and OED approval, to recruiting system management (Interfolio and Human Capital Management system).
Coordinate with the UT Compensation & Recruiting office to ensure that budgeted salary ranges are communicated before interviews and that offers stay within budget constraints.
Format job advertisements and manage the recruitment process to ensure compliance with UT System and UTK HR policies.

2. Onboarding and Employee Data Management:

Develop and execute onboarding procedures, ensuring that system access, training, and IT setup for new employees meet position requirements.
Communicate with applicants to obtain necessary documentation for the onboarding process.
Ensure new employees are entered correctly into the HR ERP system for proper access, start dates, and pay.
Serve as the Subject Matter Expert (SME) for all HR processes related to onboarding, salary budgets, position changes, additional pay, terminations, labor distributions, and H1B/Visa/permanent resident status updates in the HR ERP.

3. HR Process Development and Best Practices:

Propose and develop new college practices in collaboration with leadership for HR functions, including records management, onboarding, offboarding, exit processes, terminations, records retention.
Manage and update the outward-facing organizational chart.
Work with peers to create written onboarding and training plans for employees across different roles to ensure satisfaction and smooth transitions.
Develop training sessions for faculty, staff, and student employees on system utilization, travel, benefits, time entry, and university fund access.
Track and communicate deadlines and changes to employees, students, and supervisors.

4. Reporting and Strategic Support:

Develop and manage reports for the Director of Finance and Administration, the Dean, and other departmental directors to inform budgeting, planning, accreditation, employee performance, tracking of employee compliance with annual training, conflict of interest/outside interest disclosures, leave reporting requirements and strategic decision-making.
Serve as a delegate payroll approver in the supervisor's absence.

5. Compliance and Liaison Functions:

Act as the primary liaison for HR Recruitment, HR Compensation, the HR Work Group, the Center for Global Engagement for Visas, and Faculty Affairs.
Manage and ensure proper entries for payroll, position/pay changes, employee updates, leave/return of absence, Family Medical Leave, faculty appointment recommendations, labor distribution, and other HR functions.

6. Administrative Support and Surge Management:

Provide back-up support for various administrative functions such as Interfolio, accounts payable/receivable, purchasing, and facilities during times of high demand or overflow.
Manage the adjunct and teaching overload calculator and memos related to faculty hires for various academic terms (Fall, Spring, Winter, Summer).
Guide and supervise student or administrative assistants assigned to assist with HR entries during high-demand periods, providing direction and ensuring work completion.

7. Additional Support Functions:

Offer back-up assistance to various HR-related functions, ensuring seamless operations and efficient processing during surge or peak workload times.
Participate in campus HR workgroups or attend meetings on behalf of the Director of Finance & Administration.
Serve as College-level representative on HR committees.

Qualifications
Required Qualifications

High school diploma with four years of experience.
Knowledge, Skills, Abilities: Ability to develop positive working relationships with and training for diverse audiences including administration, faculty, staff, and the public and convey a positive professional image. Knowledge of policy and procedures for employment including laws and regulations. Ability to organize time and data effectively to achieve greater results. Must be very orderly and systematic. Must be able to respond effectively and quickly to administrators. Ability to display flexibility in adapting to changing conditions. Ability to maintain confidential information. Exceptional communication and organizational skills. Microsoft Office Suite, Adobe Sign. Attention to detail, practice and policy design/recommendations.

Preferred Qualifications

Associate's degree with 3 years of experience OR Bachelor's degree with 2 years of experience.
HR related certification.
Knowledge, Skills, Abilities: Knowledge of UTK, Music ORACLE HCM/ERP (or current ERP), and MS office.

Work Location

Knoxville, TN
Hybrid eligible after 6 months

Compensation and Benefits

UT market range: MR07, Full-time, Non-exempt
Anticipated starting salary range: $42,000 - $45,000 depending on the selected candidate's experience and qualifications.
Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions

For best consideration, applicants should submit the materials below before 3/25/25

PDF or Word formatted
- Resume
- Cover letter expressing interest in role
- Three References

About The College/Department/Division

With a rich history of music excellence at the University of Tennessee, the former School of Music officially became a college in July 2023. As one of the few standalone music colleges among state universities in the United States and one of only four named colleges at UT, the Natalie L. Haslam College of Music affords music students a wide variety of professional experiences. Students can explore music through the lenses of analysis, business, composition, conducting, education, musicology, performance, and technology. Now is an exciting time to join our college as we expand our team to empower the next generation of musicians.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/2139/?mode=location