Staffing and Operations Specialist - United States Institute of Peace

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

Summary

The Staffing & Operations Specialist provides the full range of human resources support and advisory services to managers and staff members of the Institute and is responsible for timesheets and payroll processing, compensation and job description analysis, new hire on-boarding, benefits administration, and Human Resources Information Systems (HRIS) maintenance and administration. This position reports to the Senior Human Resources Operations & Information Systems Manager.

TARGET SALARY

Grade 10 - $75,000 - 77,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

Major Duties and Responsibilities

HRIS /Time Management System:

• Reviews and processes bi-weekly timesheets and related reports for payroll processing.
• Answer timesheet and leave request questions and assist employees in completing their timesheet and supervisors with approvals.
• Assist in full cycle payroll processing and/or provide detailed review of bi-weekly payroll reports using Ultimate Kronos Group (UKG).
• Responsible for producing reports from HRIS and other systems, surveys, inquiries, and audits.
• Respond to employee inquiries regarding payroll issues and concerns.
• Serves as back up for payroll processing, which includes the accurate processing of wages, benefit deductions, taxes, and garnishments.

 HRIS and Contractor Administration:

• Create and maintain employee/contractor profiles in the UKG HRIS, including information changes, salary adjustments, benefit enrollments, etc.
• Assist in the HRIS administration of UKG, which includes resolving technical issues, password resets, finding solutions for capturing data, running reports, ensuring data captured is accurate and up to date, adding/removing users and training new users.
• Ensure that staff requests are accurately and thoroughly addressed and responded to in a timely manner. May need to go “desk-side” to assist.
• Ensure accurate employee data is entered into UKG, update payroll and spreadsheets for hires, promotions, and terminations.

• Monitor all contractor staff within the Institute to ensure UKG is updated appropriately with new hires, changes, and terminations.

 Benefits and Compensation:

• Conduct compensation analysis for new hire offers internal transfers and promotions to ensure equity and external competitiveness. Provide creative solutions on the resolution of job description, classification, and salary issues.
• Manage process for promotions.
• Evaluate job descriptions to determine grade level and title.
• Ensure compliance with prevailing wage determinations.

• Assists in administering health and welfare plans including enrollments, revisions, terminations.  Processes required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions.
• Conducts new hire orientations for full and part time employees, including online onboarding, explanation of company benefits, policies, and procedures. Ensure that all appropriate benefit enrollments have been completed accurately. Assist to ensure new hire documents (instructions, handbook, etc.) are accurate and up to date.
• Answers employee inquiries and resolve issues as required.

Human Resources (HR) Programs and Procedures:

• Provide support for managing revisions and the implementation of policies and procedures governing HR programs throughout the Institute.
• Keep management advised of potential problem areas and recommend/implement solutions as appropriate.
• Establish productive working relationships with counterparts and senior level officials throughout the Institute.
• Respond to ad hoc report requests and provide analysis on reporting as needed.
• Assist the performance evaluation program and implementation
• Respond to employment verifications in a timely manner.
• Complete special projects as assigned by the Human Resources Management.

 Perform other duties as assigned.

Qualifications

• Bachelor’s degree in a related field, or an equivalent combination of education and experience required.
• Minimum of five (5) years of related human resources experience required.
• HR expertise that includes understanding of employment law, EEO guidelines, recruiting, health and welfare benefit programs.
• Previous experience maintaining an HRIS required. Experience with UKG strongly desired.
• Experience processing payroll, not simply entering data required (UKG preferred).
• Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to analyze and manipulate data in excel.
• Project and task management – capacity to work on multiple, diverse and complex assignments, creatively problem-solve, and prioritize effectively with minimal supervision or collaboratively
• Detail oriented with excellent organizational and analytical skills and commitment to follow-through.

• Excellent communication (written and spoken), organizational, administrative, and time management skills, including cross-cultural, interpersonal skills; proven ability to engage effectively with partners at the lowest and highest political, social, cultural, and economic levels.

• Outstanding interpersonal skills; able to effectively collaborate with individuals in all areas of the organization.
• The ability to maintain professionalism, sound judgment and confidentiality is essential.

CLOSING DATE OF THIS ANNOUNCEMENT IS 09/06/24.

All applicants must be US citizens to be considered for positions with USIP. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.  

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application including titles, dates of hire and salary requirements.
2.  Cover letter
3.  Resume 

Only those applicants that are selected for further discussions will be contacted.  

No Phone Calls. Interviews will be scheduled by appointment only.  

USIP is an equal opportunity employer. USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.