Graduate Assistant Processing

The Human Resources Generalist II manages and oversees all aspects of Graduate Assistant (GA) administration, serving as the primary Human Resources consultant throughout the employee life cycle.

Graduate Assistant Employment Lifecycle

• Coordinate and process new hires, job edits, and terminations for Graduate Assistants.
• Serve as an HR consultant to faculty and management, providing guidance on policies, procedures, and best practices.
• Recommend improvements to onboarding and off-boarding procedures to enhance efficiency and compliance.
• Determine and document reasons for termination (e.g., end of contract, resignation, performance concerns, graduation).
• Provide written notification and appropriate notice periods when required.
• Complete and document off-boarding/exit checklists for each Graduate Assistant.

Tuition Waivers

• Provide guidance to students and departments on tuition waiver eligibility and processes.
• Prepare Letters of Appointment (LOAs) for students eligible for tuition waivers.
• Enter LOAs into PeopleSoft to generate tuition waivers.
• Collaborate with UFHR and Financial Services to resolve issues related to LOAs and tuition waivers.
• Ensure tuition waivers for SFFGS Graduate Assistants working in other units are processed in a timely manner.
• Review internal tuition waiver procedures and recommend process improvements.

Graduate Assistant Database Management

• Maintain and update the Graduate Assistant database.
• Collaborate with the Research Administration Manager, Assistant Director for Administrative Services, Manager of Academic Support Services, and faculty regarding GA stipend and tuition funding.
• Ensure accurate and timely preparation of Letters of Appointment and database records.

Annual Graduate Assistant Evaluations

• Oversee and track the annual evaluation process.
• Follow up with faculty to ensure timely completion of evaluations.
• Update LOAs in PeopleSoft to reflect evaluation dates.

Teaching Assistant (TA) Management

• Develop and maintain a TA database for Graduate Coordinators and faculty to review and select Teaching Assistants.

Committee & Professional Development

• Serve on the Graduate Education Committee.
• Attend CALS, Graduate School, and UFHR training sessions related to Graduate Assistants.
• Implement updated best practices learned through training to improve internal processes.

Fellowship Management

• Process fellowship hires, additional payments, and terminations.
• Complete off-boarding/exit checklists for fellowship appointments.
• Advise on eligibility requirements for fellowship awards.

Scholarship Processing

• Collaborate with the Administrative Specialist II and Assistant Director for Administrative Services to ensure timely processing and disbursement of scholarships and awards.
• Enter scholarships into PeopleSoft using the Add External Award to Student function.

Postdoctoral Responsibilities

The Human Resources Generalist II manages and oversees all employment-related processes for Postdoctoral Associates, serving as the primary HR consultant throughout the employee lifecycle.

Employment Lifecycle Management Coordinate and process new hires, job edits, and terminations for Postdoctoral Associates.

• Provide guidance to faculty and supervisors on HR policies, procedures, and compliance requirements.
• Serve as a Human Resources consultant throughout the employee lifecycle.
• Recommend improvements to onboarding and off-boarding procedures to enhance efficiency, compliance, and employee experience.

Appointment Monitoring & Extensions

• Monitor the four-year appointment time limit for Postdoctoral Associates.
• Proactively notify faculty supervisors at least six months prior to the end of year four (and year five, if applicable) to determine whether an extension is needed.
• Process extension requests through the Graduate School for fifth- and sixth-year approvals.
• Coordinate with the International Center when extensions involve foreign nationals to determine eligibility for visa extensions and ensure compliance with immigration regulations.

OPS, STAS, FWS, SUMMER INTERNS HIRES

The Human Resources Generalist II manages all employment-related processes for OPS (Other Personnel Services), Student Assistants (STAS), Federal Work Study (FWS), and Summer Intern positions, ensuring timely processing, compliance, and effective communication throughout the employee lifecycle.

Recruitment & Hiring

• Create and manage job requisitions and postings for OPS, STAS, FWS, and Summer Intern positions.
• Prepare and distribute offer letters to selected candidates.
• Schedule and coordinate new hire appointments to complete required onboarding documentation.

Job Changes & Personnel Actions

• Process job edits, including changes in job titles, department transfers, and salary adjustments.
• Update job descriptions and role responsibilities as needed.
• Input and update payroll distributions in the HR system.
• Submit Electronic Personnel Action Forms (ePAFs) for hires, job changes, and terminations.

Terminations & Off-Boarding

• Monitor upcoming terminations and ensure timely processing of required documentation.
• Collect and review employee exit checklists to ensure completion of all separation requirements.
• Coordinate system access deactivation, retrieval of university property, and account closures.
• Ensure final payments are processed accurately and in accordance with policy.

Communication & Process Improvement

• Provide regular updates to supervisors and employees throughout hiring, onboarding, job changes, and termination processes.
• Establish and maintain a feedback loop with supervisors and employees to continuously improve HR procedures and service delivery.

Immigration Responsibilities & Visa’s

• Implement and manage the process for all J-1 visa requests for applicable job classifications, including visiting scholars.
• Coordinate J-1 visa extensions and maintain accurate documentation for continued compliance.

Advising & Compliance

• Provide guidance and advice to faculty, staff, and international employees on federal immigration regulations, policies, and procedures.
• Collaborate closely with the International Center, Exchange Visitor Services, and UFHR Immigration Compliance to ensure HR processes align with legal and regulatory requirements.

Visa Processing & Monitoring

• Coordinate visa processing in cooperation with the UF International Center before forwarding documentation to the IFAS HR Immigration Specialist.
• Monitor monthly Visa Expiration Reports and facilitate I-9 reverifications as required.
• Ensure timely and accurate tracking of all visa-related documentation to support compliance and uninterrupted employment.

Liaison Role; Consultation and Guidance

The Human Resources Generalist II serves as a primary liaison between the School of Forest, Fisheries, and Geomatics Sciences (SFFGS) academic staff, faculty, and HR, providing expert guidance on employee relations, benefits, and compliance for Graduate Assistants and Postdoctoral Associates.

Employee Support & Benefits

• Ensure Graduate Assistants and Postdoctoral Associates understand available leave and benefits.
• Assist employees with Paid Family Leave (PFL) and Family and Medical Leave Act (FMLA) requests.
• Maintain the Graduate Assistant listserv, adding new GAs and removing graduates to ensure accurate communication.

Employee Relations & Consultation

• Collaborate with faculty, employees, and Employee Relations to investigate and resolve employee issues or complaints, including complex or unusual cases.
• Work with Employee Relations representatives on performance improvement plans and terminations for Graduate Assistants as needed.
• Advise the HR Manager on Graduate Assistant and Postdoctoral Associate HR matters, including staffing, recruitment, and employee relations.

HR Engagement & Compliance

• Attend IFAS HR roundtables, UFHR forums, and other training opportunities to remain current on HR policies and best practices.
• Serve as an HR consultant to faculty and staff, providing guidance on Graduate Assistant and Postdoctoral Associate matters, including employment laws, collective bargaining agreements, university regulations, and personnel procedures.
• Participate in GAU meetings to ensure SFFGS remains compliant with all Graduate School rules and regulations.

Training & Communication

• Prepare and deliver presentations for faculty training on Graduate Assistant and Postdoctoral Associate HR issues, including policy updates, procedural changes, and best practices.

Payroll

The Human Resources Generalist II manages payroll distribution processes for Graduate Assistants and Postdoctoral Associates, ensuring accuracy, compliance, and timely processing.

HR Combo Code Management

• Coordinate the HR combo code distribution process for new Graduate Assistants and Postdoctoral Associates.
• Collaborate with the Research Administration Manager, Assistant Director for Administrative Services, and HR Manager to determine appropriate HR combo codes for payroll.
• Enter payroll distributions into PeopleSoft accurately and in a timely manner.
• Process retroactive payroll distribution changes as necessary to ensure correct compensation.

Bi-Weekly Payroll Review

• Review bi-weekly paylists to verify accuracy of payroll distributions for Graduate Assistants and Postdoctoral Associates.
• Identify and resolve discrepancies in coordination with payroll and department leadership.

Adjunct Faculty, Assist HR - Manager,  

The Human Resources Generalist II provides critical support to the HR team beyond primary responsibilities, ensuring continuity of HR operations and effective faculty and staff support.

Adjunct Faculty Hires

• Assist the HR Manager with adjunct faculty hiring processes, ensuring faculty are appropriately compensated each semester.

Acting HR Manager

• Serve on behalf of the HR Manager in their absence, attending faculty and staff meetings and making decisions on complex HR matters, including in the absence of the HR Generalist III.

Other Duties

• Perform additional duties as assigned to support HR operations and departmental needs.