Operations Specialist, Human Resources

Title: Operations Specialist, Human Resources

Department: Human Resources

Number of Positions: 1

Position Summary: The HR Operations Specialist is a key member of the Human Resources team, responsible for ensuring the efficiency and effectiveness of daily operations. Success in this role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic environment. The position involves coordinating a variety of administrative functions that support HR process, facilitating accurate communication, maintaining records and systems, and providing responsive service to employees and stakeholders across the college.

Essential Functions:

35% Office/Operations Management

Oversee day-to-day operations of the HR office, ensuring that administrative processes run smoothly and efficiently. This includes managing (monitoring and ordering) office supplies and equipment, general office organization; handling purchasing for the HR department and assisting in monitoring HR department expenditures; maintaining inventory of HR forms and materials; mail and package handling such as sorting and distributing incoming mail, preparing outgoing mail packages, managing courier services as needs; coordinating with facilities management for any office maintenance needs, etc.

20% Payroll Liasion

Serve as the primary liaison between PSCC employees/supervisors and the TBR Shared Payroll Center, ensuring accurate and timely submission of payroll documentation and personnel transactions. Track payroll deadlines, communicate requirements to employees and supervisors, and ensure timely resolution of errors. Coordinate with HR staff and TBR Payroll to resolve discrepancies, employee concerns, and system issues. Other duties as assigned.

15% Staffing Support

Assists with HR staffing needs by coordinating job postings and recruitment efforts, scheduling interviews as needed and liaising with candidates; preparing onboarding materials and assisting with the facilitation of the onboarding process for new hires when assigned; maintaining accurate employee records and databases; maintaining calendar for executive director and the department such as scheduling meetings, interviews, appointments, etc.; coordinating room reservations for HR events; arranging refreshments for HR events as necessary; assisting with the preparation of materials for training sessions or orientations; supporting the organization of HR events or employee programs, etc.

15% Communication

Serve as a point of contact for internal and external inquiries related to HR and Payroll functions by greeting visitors to the HR department, routing visitors with specialized questions to the appropriate HR or Payroll staff member/subject matter expert (SME), answering phone calls and emails, drafting and sending correspondence, and routing inquiries to appropriate HR team members - and, follow through to ensure closure. Communicate effectively with employees, candidates, and other stakeholders to provide information and support.

Potentially interacting with venders for routine purchases and maintaining relationships with regular suppliers.

10% Documentation and Reporting

Prepare and maintain HR documentation, including reports, presentations, and employee files. Ensure that all records are kept up-to-date, confidential, and compliant with board and college policies and regulations.

Prepare and manage documentation related to the onboarding process; handle exit documentation for departing employees.

Monitor and manage programs involving volunteers and minors on campus, ensuring compliance with relevant policies and regulations.

Administer the Public Service Loan Form (PSLF) program.

Verification of Employment (VOE).

Maintain and update HR policies and procedures. Ensure that these documents are easily accessible to employees and regularly updated to reflect any changes.

5% Collaboration

Work closely with HR team members to support various HR initiatives and projects. Serve on the employee recognition committee. Actively participate in the support staff committee. Supervise department student employees and/or interns. Other duties as assigned.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Job Requirements:

Required:

• Associate's degree in Business Administration, Human Resources, Accounting, Management or related field.

Preferred Education/Certifications:

• Bachelor's degree in human resources, Business Administration, Management, Organizational Leadership, Communication Studies, or Higher Education Administration.
• Coursework or professional certification in payroll, HR operations, or employment law (e.g., Society for Human Resource Management - Certified Professional (SHRM-CP), Professional in Human Resources (PHR), Certified Administrative Professional (CAP), or, Project Management Professional (PMP))

Required:

• Three (3) years of progressively responsible experience in office management, administrative operations, payroll support, HR support, or similar roles.
• Experience must include managing complex operations, coordinating with leadership, preparing reports and communications, and handling sensitive and confidential information with discretion in a service-oriented environment.
• Demonstrated experience working with HRIS, ERP, or payroll systems.

Part-time work experience is calculated at 50% credit of full-time work experience.

Preferred:

• Experience in higher education or public-sector HR/payroll settings.
• Direct experience working with shared-services environments or multi-layered payroll processes.
• Experience with Banner, employee onboarding, or payroll action processing.

Skills/Abilities:

• Strong technical aptitude with HRIS/ERP systems (e.g., Banner, reporting platforms).
• Demonstrated ability to troubleshoot payroll issues and coordinate resolution with internal stakeholders and external shared services.
• Office operations management skills, including prioritizing competing tasks, purchasing oversight, and workflow coordination.
• Advanced communication skills to clarify payroll requirements, timelines, and documentation needs.
• Ability to interpret HR/payroll policies and apply them accurately.
• High degree of discretion, accuracy, and problem-solving ability.
• Able to engage in the college's mission, vision, and values

Physical Demands: This role primarily involves sitting for long periods while working at a desk, using a computer, and handling phone communications. Frequent use of hands such as typing, data entry, and handling office equipment. This includes substantial movements of the wrists, hands, and fingers. Close visual acuity is required for tasks such as preparing and analyzing data, transcribing information, viewing a computer terminal, and extensive reading. Occasionally lifting and carrying light objects, such as office supplies or small parcels, typically up to 10 lbs. Ability to move about through and to short distances within the office or campus, and occasionally drive a vehicle to deliver or pick up materials.

Hazards: There may generally be low-risk hazards including but not limited to ergonomic hazards, eye strain, stress, confidentiality risks, minor physical risks, potential for workplace conflict, sedentary work, etc.

Full-time Employment Benefits:

• Insurance Options: Health, Dental, Vision, Life, Short/Long-term Disability, FSA/HSA
• Wellness Incentive Program, if enrolled in health plan
• Educational Assistance: Fee Waiver, Spouse/Dependent discounts, Audit/Non-Credit, Reimbursement Program
• Employee Assistance Program
• Retirement Options: Tennessee traditional pension plan option (TCRS), 401k with $100 company match, 457, 403b
• Employee Discount program with over 900+ companies
• 14 Paid Holidays/Year Includes paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, sexual orientation, gender identity/expression, pregnancy, disability, age (40+), status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies concerning all employment and education programs and activities. View the nondiscrimination policy. For questions or concerns, please contact George Underwood at gtunderwood@pstcc.edu or 865-539-7354.

If you have any problems or questions please contact Human Resources at Pellissippi State Community College's Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on Apply located below or Apply Now in the upper right-hand corner.

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