HR Representative, Appointments Management

Job Summary

The HR Representative, Appointments Management performs a variety of tasks to support the data operations function, including answering phones, monitoring email inboxes, and processing various forms and requests. This role ensures efficient handling of data-related tasks and provides support to university units.

• Payroll, Time Reporting, and Leave Management, including processing standard bi-weekly and monthly payroll and timesheets, addressing common timesheet/leave issues, and processing routine pay adjustments.
• Assist with tracking FMLA, PLFA, or other managed leave categories and report significant leave discrepancies to higher level staff.
• Inform staff of basic regulations and policies relating to leave usage, time reporting, and payroll deadlines.
• Monitor email inboxes and answer inquiries, providing general information and assistance.
• Review submitted transactions for completeness and accuracy based on established checklists and guidelines.
• Enter and update routine appointments for new hires, reappointments, and other employee changes.
• Review basic reports and summaries to confirm that transactions have been processed correctly and payroll records are accurate.
• Communicate with appropriate contacts to request missing information or clarify routine discrepancies.
• Maintain and update appropriate records, communicating with employees, supervisors, and others to obtain needed information.
• Run and review routine reports, compile information, and correct minor discrepancies.
• Contribute to documentation and compliance efforts as assigned, ensuring adherence to applicable laws and procedures.
• Respond to customer inquiries according to established guidelines.

• High school diploma or equivalent.
• Two (2) years (24 months) of relevant experience or education, including:
  • Coursework in human resources, business administration, or a closely related field. Conversion: 90 semester hours equals 2 years.
  • Progressively more responsible work experience maintaining, monitoring, and/or processing human resource records and reports.

Working knowledge of Tracker I-9, JDXpert, and Cornerstone, and knowledge of departmental and campus hiring requirements for part-time hourly workers.

• Effective communication and responsiveness to others’ needs.
• Maintain clean, accurate digital records and handle sensitive information securely.
• Knowledge of principles and processes for providing customer service.
• Basic arithmetic, algebra, and statistics skills.
• Knowledge of administrative and clerical procedures and systems such as word processing and data entry.
• Ability to identify complex problems, evaluate options, and implement solutions.
• Capacity to perform repetitive duties and detailed work accurately.
• Ability to work amid frequent distractions.
• Familiarity with electronic data processing hardware and software.
• Interpretation of work-related documents, policies, and procedures.
• Discretion in processing and handling confidential information.

This is a 100% full‑time Civil Service 2135 – Human Resource Representative position, appointed on a 12‑month basis. The expected start date is as soon as possible after 8/18/2025. The budgeted salary range is $45,000 to $50,000, determined by market data, internal equity, candidate qualifications, and budget constraints. This position is not eligible for any type of work‑authorization sponsorship.

• Health, Dental, and Vision Insurance
• Life Insurance
• Retirement Plan
• Paid Time Off
• Tuition Waivers for employees and dependents

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act.