Position Description Cover Sheet In order to make an objective and accurate evaluation of a position, it is very important that the position description (PD) contain specific data. Therefore, please provide all information requested and forward this form through the division dean to the Human Resources Office for classification. Title _ Associate Vice President of Human Resources and Payroll 1035 Division/department: GCO/Human Resources and Payroll Campus: La Plata_______________ Check one: New PD __________
Revised PD _X
No changes to PD _________
Please identify any similar positions already established within the department: Is this a Director-Level position? Yes X
No _____
Reports to ________________________________________________ (Signature) Title of Position Reported to Vice President and General Counsel________________
Date _____________
Approval __________________________________________________ (Signature - Second-Level Supervisor)
Date _____________
Approval __________________________________________________ (Signature - Dean or President)
Date _____________
Account code(s) 0106001035 Work schedule: 40 hours per week, Monday to Friday; flexibility to work additional or alternate times as needed. FOR HUMAN RESOURCES DEPARTMENT USE: Position number _1035_____________________________
Grade OthExe
Statistical group ________________________________________________ Exempt
Date _____________
Requires Financial Disclosure Statement ____Yes_______ If the employee’s primary position is EXEMPT, there are no limitations for working in a secondary position. If the primary position is NON-EXEMPT, the following rules apply: 1. The employee cannot hold credit or credit-free part-time faculty positions unless a special exception is made by the division VP. 2. The employee must record the total combined hours worked on the system-generated time sheet which is distributed each pay period. The employee is responsible for obtaining the signatures of both supervisors on this time sheet. 3. The employee's total combined hours worked for all positions should not exceed 40 hours in a workweek.
POSITION DESCRIPTION FOR: Associate Vice President Human Resources and Payroll 1. Core Responsibilities: Prioritize tasks and responsibilities and summarize them below. Please provide percentages of time allotted to each particular task or responsibility, making sure that the total percentage equals 100%. Please give specific duties and avoid using generalizations or “other duties as assigned.”
HRD: 9/98 Revised: 3/10 Revised: 8/16
45% Human Resources, Organizational Development and Strategy •
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Provides leadership in the planning, development, coordination, implementation, and administration of HR programs and services including Compensation, Employee Relations, Faculty and Employee Recruitment, Payroll, Benefits and Welfare program, Organizational Development including Training and Staff Development, and policy development. Understanding of change models and how to facilitate business unit, and system wide change management. Knowledge of OD interventions, interpersonal dynamics, coaching, and conflict management. Experience with implementing and deploying HR business models Acts as a senior level advisor on human resources issues to all levels of employees throughout the college. Develops and implements department short and long-range plans to update and improve HR programs and services, ensuring their alignment with college strategic planning initiatives, including best practices. Continually assesses the competitiveness of all programs and practices against comparable relevant institutions. Evaluates human resource and payroll department structures and team plans for the continual improvement of the efficiency and effectiveness of the group as well as providing individuals with professional and personal growth opportunities. Leads the department’s development of Unit Assessment Plans, HR Strategic and Operational Plans. Prepares reports and updates of the Key Performance Indicators (KPI’s) assigned to the Human Resources Office. Uses KPIs, and other measurements and tools to identify opportunities for improvement in human resources’ functions. Serves on various college committees as designated from time to time including but not limited to the Quality Improvement Council and the Employee Advisory Committee. May also chair or co-chair committees. Participates in external organizations such as the Maryland Association of Community College Human Resources Officers and the Human Resources Association of Southern Maryland.
25% Employee Relations, Operations and Compliance • • •
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Develops appropriate policies and programs for the effective management of the people resources of the college. Develops, implements and monitors professional growth and development programs for administrative, professional and support staff. Investigates, mediates, and makes recommendations in the resolution of employee relations issues. Develops and administers employee relations programs and the Administrative Grievance process so as to minimize and mediate workplace disputes and to foster a positive and productive work environment; encourages/facilitates problem-solving and effective communications among all parties. Provides support to the Diversity Officer in the investigation and resolution of complaints where applicable; coordinates employee relations matters with the Diversity Office and General Counsel as needed. Administers a comprehensive performance evaluation system, including communication, training and guidance to evaluators and staff. Participates in reviews of employee ADA requests for accommodation; requests supporting medical documentation when needed from appropriate medical personnel; communicates panel’s decision to the employee. Directs preparation of annual Employee Retention Report; interprets statistics and identifies trends; makes appropriate recommendations to President’s Council and Board of Trustees; implements approved recommendations. Oversees the administration of the PACE survey bi-annually, analyzes results, and makes recommendations to President’s Council and the Board of Trustees. Identifies legal requirements and government reporting regulations affecting HR functions and ensures policies, procedures, reporting and Human Resources department functions are in compliance.
HRD: 9/98 Revised: 3/10 Revised: 8/16
15% Talent Management and Recruitment • •
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Oversees the overall talent acquisition process for the college through effective recruitment programs. Assists in identifying talent gaps and developing programs for the filling of those gaps. Areas of activity will include talent management through proper succession, planning programs for key management positions, training and development programs for preparing employees for more significant responsibilities and to enhance employee knowledge of the college and higher education. Develops staffing strategies and implements programs to identify talent within and outside of the college. Assists in identifying appropriate and effective external sources for candidates for all levels within the college. Reviews and approves candidate selections for senior management positions. Determines and coordinates appropriate salary offers in hard-to-hire recruiting; negotiates salary offer with selected candidate where appropriate, ensuring internal and external pay equity issues are fairly represented in the salary negotiation process. Works with the President and divisional VP to ensure equitable salary negotiations. Supervise development and delivery of training for search committees and supervisors in current employment practices and college procedures. Participate in search committees as needed.
10%Compensation, Benefits and Payroll Administration • • •
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Develops and administers a comprehensive compensation philosophy and program that provides for periodic review of compensation equity and delivers necessary recommendations to the President’s Council. Reviews the Job Evaluation Program; provides leadership to the Job Evaluation Program and ensures adherence to FLSA regulations, including appropriate assignment of exempt/nonexempt status. Develops strategic benefits direction and directs the management of the employee benefits program(including health, dental and vision insurance, dependent care and medical flexible spending accounts, life and disability insurance, employee assistance program, employee recognition and retirement) using best practices. Oversees the development and preparation of RFPs and evaluates the RFP responses and makes recommendations to the VP, Fringe Benefits Committee and the Board HR/Benefits Committee. Manages the human resources and payroll systems databases, recommends and delivers necessary reports for critical analyses of the HR and payroll functions and issues affecting human resource needs of the college.
5% Budget and Financial Administration • •
Monitors, develops and manages the budget and other financial measures for the cost center. Performs other duties as assigned.
2. Education/Experience/Competencies Required: Specify required degrees, experience, special skills and abilities necessary for satisfactory performance. • • • • • • •
Master’s degree in human resources management or closely related field. Minimum of 10 years of experience in human resources that demonstrates progressive growth and leadership. Minimum of two years’ experience in higher education preferred. Minimum of 5 years of Supervisory experience managing multiple Human Resource functions. Demonstrated current knowledge of employment law, affirmative action, EEO procedures, industry trends, new developments, and state and federal statutes regulating human resources and payroll functions. Experience using mediation and facilitation skills under stressful situations. Excellent oral, written, interpersonal, public speaking, and conflict resolution skills; good presentation skills; ability to work effectively with a wide range of constituencies in a diverse community. Ability to read, analyze, and interpret complex documents. HRD: 9/98 Revised: 3/10 Revised: 8/16
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Demonstrated experience with human resource information systems and using data for strategic analysis of HR functions and programs. The ability to think and act quickly to changing situations. Excellent budget preparation and fiscal management skills.
3. Supervision: List all position titles reporting directly to this position, full-time or part-time. Include student assistants, temporary, permanent and part-time faculty supervised in a typical semester or year. Direct supervision of the Lead Director Compensation and Benefits, Lead Associate Director Employee Relations and Employment, Organizational Development Coordinator, Payroll Director and Administrative Assistant. Indirect supervision of Employee Benefits Coordinator, Employee Recruitment Coordinator, Payroll Coordinator, Payroll Clerk and temporary employees. 4.
Internal & External Contacts: Identify contacts required within and outside the college, and purpose of contacts. (Example: Contacts vendors for supplies and materials; or meets with tri-county public and private employers to determine training needs) All levels within the organization • Board of Trustees, President’s Council, other executives, department chairs • Supervisors/employees • HR professionals and consultants • Public – External Committees • Benefits Brokers and other vendors • CSM committees • All Divisions and departments • HR/Payroll related government officials, Workers Comp, EEOC, IRS, • Outside Counsel
5.
Guidelines/Procedures/Regulations: Identify guidelines, procedures, instructions, regulations and laws within which the position functions. Be specific. The CSM Faculty Handbooks, Administrative Manual, and Policy Manual of the Board of Trustees, ADEA, ADA, employment laws, civil rights laws, EEO regulations, COBRA, Maryland, Public Information Act, applicable IRS regulations, ADA, USCIS laws and regulations, FLSA and other laws impinging on the employee recruiting and job evaluation programs (federal and state). • State and federal laws and regulations pertaining to privacy and access to employee records. • Maryland State Retirement System, Fidelity and TIAA CREF
6.
Communications: Please describe the written and verbal skills required for the position. This position requires frequent complex verbal and written communications. This position will frequently be required to speak publically with employees, Faculty, VP’s, Board of Directors, and external public figures and the community at large on complex human resources and payroll and employee relation issues.
7.
Role Complexity: This is a complex and highly sensitive role requiring planning up to several years in advance. Decisions concerning employee and work place issues can range from basic delivery of HR policy/procedural information to persuasion of others to take action, adopt a new initiative, or support a change effort. To be successful the individual needs to be responsive, be an excellent listener and possess competent negotiating skills to reduce antagonism, avoid unnecessary legal challenges, and foster goodwill among parties both within and outside the college. This position requires the individual to think and act quickly (as circumstance may frequently change) and creatively on the spot within legal constraints and with a high degree of integrity. HRD: 9/98 Revised: 3/10 Revised: 8/16
8.
Creativity & Innovation:
This position requires significant creativity and innovation. Position develops new ideas and changes to existing policies and procedures, always looking for the best practices and methods of achieving department and college-wide goals. This position must continually look for new offerings and improvements in the area of benefits, employment, wellness, employee relations, payroll, and organizational development. This position works to build a solid, equitable compensation system utilizing new ideas, if possible. This position requires complex, in-depth analysis and budget monitoring. 9.
Impact: This position has a major impact on the college including the employees, management, and community, legal and in the financial area.
10. Fiscal Responsibility: This position is financially responsible for administering the Cost Centers Managers for HRD and Payroll and is directly responsible for setting the budget and making decisions on how monies is spent. The total budget for this HRD department is $2,422,826. The total for the Payroll department budget is $19,422 and the budget for the entire college’s Payroll for all employees is $37,916,866. 11. Physical Working Environment: Office environment characterized by heavy workload, unpredictable interruptions, and occasional high stress. Occasional travel is required to the different campuses and other locations.
HRD: 9/98 Revised: 3/10 Revised: 8/16
