PROFESSIONAL POSITION DESCRIPTION
Position Title: GRANTS AND CONTRACTS WORKFORCE MANAGERDivision: Muskie School of Public Service
Department: Cutler Institute for Health and Social Policy
Location: Wishcamper Center, 34 Bedford Street, Portland
Schedule: Flexible
Organizational Relationships: Coordinates with Integrated Management Team, Project Staff and other Muskie School Professionals, USM and Systems Human Resources and other USM administrative offices
Supervises: Coordinator of Human Resources and Financial Systems
Reports to: Research Service Center Director
STATEMENT OF THE JOB:
The Grants and Contracts Workforce Manager is a senior leadership position in the Cutler Institute for Health & Social Policy (Institute) responsible for providing strategic direction in managing and supporting the school’s grants and contract workforce to ensure that the Institute’s workforce needs are systematically identified and strategically addressed. In order to meet the needs of the diverse group of constituents within the Institute, the Manager will meet and consult with the Integrated Management Team and other stakeholders to develop, recommend, monitor and adapt strategies, policy, practice and systems. This position has primary responsibility for oversight and direction of workforce management systems in a grant funded institute that are compatible with University policies and procedures and support best practice. Key functions of the position include assisting in the development of Institute-wide workforce policies, procedures and systems; reviewing workforce actions, recruitment and retention processes, including the career ladders and salary equity systems; resolving internal problems and issues; and coordinating with university human resource and administrative staff on broader workforce problems and issues. The Manager is expected to resolve unprecedented and unusual situations, including complex negotiations, through use of experience, independent judgment, and discretion.
ESSENTIAL FUNCTIONS:
1. Identifies strategic workforce needs, issues, trends and priorities, assesses resources and barriers; participates in management planning in order to assist in strategic planning for integrated workforce management across all program areas of the Institute.
2. Advises and provides technical assistance to Institute management, supervisors, and employees in all workforce management areas. Recommends and implements approved personnel policies and procedures; ensures compliance with all Institute and University HR policies and procedures through oversight and communication of processes and interpretation of policies.
3. Manages, coordinates, and oversees all operational Human Resource functions for the Institute: searches, performance management, reclassifications, staff coverage assignments, orientation of new employees, personnel actions, payroll and special situations (e.g. EAP provisions, Family Medical Leave) while maintaining confidentiality at all times.
4. Identifies, develops and implements professional development opportunities including staff development programs.
5. Reinforces need for supervision of higher and more consistent quality. Promotes access to supervisory resources. Works with Institute Mangers to ensure supervision and management is built into project budgets/work plans.
6. Responds to routine and complex requests for information or action; consults with key USM HR staff, provides advice in compliance with University policy, personnel laws, and union agreements, and makes appropriate referrals to University HR and legal resources.
7. Performs complex staffing duties, including dealing with understaffing, mediating disputes, and assisting with employee terminations and funding cessations that impact staff.
8. Communicates verbally and in writing to Institute staff on non-routine human resource matters involving policy interpretation; develops and revises policy statements in order to provide others with information and/or instruction.
9. Uses Institute career ladder to assist search chairs with development of job descriptions.
10. Analyzes compensation for internal equity and initiates salary recommendation to Institute Director; drafts salary justifications as needed.
11. Assists grants and contracts manager/team in planning and quality control in all activities relating to administering grants that involve the resources and personnel of the Institute.
12. Participates in the planning, organization, and conducting of personnel orientation.
13. Coordinates with and advises management on all aspects of the recruitment process, including defining the position, interviewing, and salary negotiation in order to attract and retain first rate talent.
14. Participates in the investigation and resolution of employee relations problems at the initial stages, anticipates problems whenever possible; develops, recommends, and initiates appropriate steps for resolution; and assists supervisors with employee relations issues, such as coaching and counseling.
15. Develops and maintains Institute HR database for tracking performance management, equity, reclassifications/promotions, constructive disciplinary actions and termination of employment. Generates reports as requested by institute management and project directors.
16. Maintains Muskie Intranet with related human resource information.
17. Works closely with University HR staff to troubleshoot and resolve complex personnel issues.
18. Participates regularly in Integrated Management Team meetings and attends Institute and other meetings as needed.
19. Additional duties as reasonably assigned
20. Participates in project development and planning activities.
21. Participates in staff meetings and Institute workgroups. Staffs Institute Supervisory Workgroup.
22. Contributes to internal reports and presentations.
SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*:
(Eliminate any that do not apply)
SUPERVISORY RESPONSIBILITIES:
Delegates tasks to project assistant and temporary staff as necessary, coaches and counsels managers and supervisors in supervisory management of employees.
Supervises Coordinator of HR and Financial Systems.
BUDGET RESPONSIBILITIES:
Works with project directors to analyze budgets, ensuring funding availability for personnel actions.
PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE:
1. Provides information to community agencies, state agency staff or others on Institute and University policies and procedures.
2. Serves on internal committees, working groups and/or ad hoc task forces, providing human resource management expertise.
INTERNAL AND EXTERNAL CONTACTS:
Works with Cutler Institute staff, USM and Systems Human Resource Office, USM students
KNOWLEDGE, SKILLS, AND ABILITIES:
1. Knowledge of the professional practices and principles of workforce management
2. Analytical and critical thinking skills and the ability to communicate effectively
3. Knowledge of general management and supervisory principles and practices
4. Demonstrated knowledge and competence in the use of software applications: word processing, spreadsheet, database, presentation, web and email applications (Microsoft Office preferred)
5. Ability to maintain confidentiality
6. Ability to work independently in a team environment and to work with, and provide customer service to internal and external customers at all levels
7. Possess an attitude that fosters a respectful, non-threatening workplace environment
QUALIFICATIONS:
Required:
1. Bachelor’s degree and 7 years of experience or Masters and 5 years of experience using skills related to this position, or equivalent combination of education and experience.
2. Demonstrated human resource experience
3. Demonstrated knowledge of electronic spreadsheets and database management.
Preferred:
1. Human Resource experience and/or education
2. Knowledge of University human resource policies, procedures and practices
3. Understanding of research/academic environment
4. Knowledge of federal regulations governing grant and contract administration
License/Certifications:
N/A
*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as checked above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.
Date Approved: August 2016
Date Revised:
Job Family: 11
Salary Band: 05
Unit: UMPSA
CUPA code:
Employee: vacant
Position #: 00015207