Department HR Specialist

Job Profile:

HR Services Specialist 2

Job Family:

HR Services

Time Type:

Full time

Max Pay – Depends on experience:

$52,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) 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 Description:

Max Pay - Depends on Experience:
Salary Range: $48,000 - $52,000 annually; DOE

Job Description
The School of Sustainable Engineering and the Built Environment (SSEBE) seeks a highly motivated and organized Department HR Specialist to join our team. This position provides high-volume support in human resources functions within a complex academic unit, including payroll, position management, recruitment, and compliance. The successful candidate will demonstrate adaptability, problem-solving skills, and a commitment to continuous learning, while maintaining effective relationships and handling confidential information. Strong communication skills, technical proficiency, and the ability to work independently with moderate guidance are essential.

Essential Duties

Recruitment and Onboarding

• Support year-round recruitment for staff and student workers, including posting positions, screening applicants, scheduling interviews, and preparing offer letters
• Coordinate onboarding and offboarding processes for all employee classifications
• Serve as primary contact for hiring Graduate Assistants/Associates, student workers and instructional support personnel, ensuring compliance and effective communication
• Demonstrate relationship-building and clear communication throughout recruitment activities

Payroll and Position Management

• Process a high-volume of payroll transactions, including hires, renewals, salary and FTE changes and terminations
• Create and modify positions, manage account funding, and ensure accuracy in personnel data
• Identify and resolve payroll discrepancies using reporting tools (Workday, Data Warehouse).
• Identify any overpayments/underpayments for appropriate action
• Maintain spreadsheets for payroll tracking and budget monitoring
• Annual salary verification against supporting documentation
• Process University Graduate Fellowship (UGF) awards and other awards/scholarships
• Apply technical accuracy and problem-solving skills to ensure compliance and efficiency

HR Compliance and Records Management

• Monitor and follow up on HR compliance reports and action items
• Audit personnel system data for accuracy and integrity as well as participate in external audit requests
• Partners with internal offices to ensure international employee compliance with work authorization, documentation, and employment requirements. Assists with issuance of SSN letters for student employees
• Maintain electronic and hard-copy personnel records in accordance with ASU and federal guidelines
• Develop and update internal process guides to reflect best practices and procedural changes
• Demonstrate accountability and autonomy in managing compliance tasks

Additional Duties

• Respond to administrative inquiries and provide timely resolution
• Assist with managing shared HR inbox and calendar to track deadlines
• Process miscellaneous requests, including volunteer applications, courtesy affiliations and flexible work arrangements
• Provide input on HR process improvements and internal controls
• Communicate effectively with faculty, staff, and external stakeholders to build positive relationships
• Exhibit strong listening skills and adaptability in a fast-paced environment
• Perform other duties as assigned to ensure continued efficient operations to fulfill customer service needs, including serving in a backup capacity when needed

Minimum Qualifications
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, any equivalent combination of experience and/or education and/or training from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience in academic operations in a higher education institution
• Evidence of (3) years of experience in Human Resources
• Experience in working independently in a fast-paced, high-volume office environment with constant deadlines and changing priorities
• Experience and understanding of record keeping/retention and ensuring adherence with policies, practices, and regulations
• Experience with Workday, Microsoft Office, Microsoft Teams, Google Drive, Dropbox, Adobe, AI Software, Airtable, Docuware, and Amazon Workspaces
• Experience working with confidential information
• Experience in work that requires attention to detail and critical thinking skills
• Ability to learn new processes and apply conceptual knowledge to decision-making
• Evidence of effective communication and collaboration skills
• Demonstrated problem-solving ability and technical accuracy in HR transactions
• Experience exercising judgment within defined procedures

Working Environment
Activities are performed in an environmentally controlled office setting with extended periods of sitting and computer use. Requires visual acuity, manual dexterity, and ability to lift up to 25 pounds. Regular activities require adaptability to changing priorities and clear communication. Work both independently and within a structured team, demonstrating reliability and accountability.

This position requires:

• A Monday-Friday work schedule.
• Working in-person on the Tempe campus, though partial remote work arrangements are a possibility after the probationary period.

FSE Department Statement:

At the Ira A. Fulton Schools of Engineering, we are delivering a world-class learning experience for our students and advancing research and innovation — all at scale . The Fulton Schools research enterprise leads use-inspired research and key national initiatives, including the Southwest Advanced Prototyping Hub, accelerating microelectronics and workforce development for the Department of Defense. We also lead the Electrified Processes for Industry Without Carbon Clean Energy Manufacturing Institute, supported by the Department of Energy, aiming to reduce carbon emissions and strengthen manufacturing. As the lead institution for the Center for Accelerating Operational Efficiency, we enhance homeland security operations through advanced tools and technologies. Additionally, we lead an NSF Engineering Research Center developing sustainable civil infrastructure and partner with another ERC advancing clean water technology.

The Fulton Schools hosts numerous research centers that leverage faculty expertise to drive engineering innovation and entrepreneurship across four interdisciplinary impact areas: Climate Technology Solutions, Competitive Manufacturing in an Advanced Economy, National and Economic Security, and Technology-Enhanced Health and Medicine. Our faculty are achieving excellence at scale, positioning the Fulton Schools among the nation’s top engineering colleges for invention disclosures, U.S. patents, and startups.

We are an engineering school on the rise at the nation’s most innovative university, situated in the heart of its fastest-growing metropolitan area. The breadth of our faculty’s research interests and interdisciplinary approach, along with over 50 graduate and 27 undergraduate degree programs, creates a strong foundation for collaboration and the advancement of ideas that contribute to a more sustainable and livable global future.

The Fulton Schools of Engineering follows a framework of values designed to distinguish our practice and guide daily decisions in our academic, research, corporate engagement and entrepreneurial endeavors. These values influence how we recognize, reward and communicate our achievements. At the Fulton Schools of Engineering, we:

• Cultivate excellence.
• Deliver innovation that matters.
• Encourage bold thinking.
• Foster a community of learning and collaboration.
• Build a foundation for all to be successful.

Working at ASU has outstanding benefits that include: health, dental and vision insurance plans; ASU/UA/NAU tuition reduction for the employee and qualified family members; life insurance and disability programs; sick leave and holidays; state and optional retirement plans; access to ASU recreation and cultural activities, and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$15469.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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 .

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.