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About the Department:
The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason’s global campus in Incheon, South Korea. The college’s AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu.
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About the Position:
The Senior HR Specialist provides comprehensive human resources support for over 500 employees within the Costello College of Business, with a focus on faculty scheduling, HR labor, position control, and talent management. Working as part of the College’s centralized HR team, this position ensures compliance with institutional policies and academic guidelines while coordinating key processes such as faculty workload monitoring, immigration support, leave administration, labor distribution, and onboarding/offboarding. The role also provides HR data reporting, manages recognition programs, and facilitates various faculty lifecycle events, contributing to efficient operations and employee engagement across the college.
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Responsibilities:
Faculty/Adjunct Schedule, Support, and Compensation Administration
Coordinate Academic Scheduling Inputs:
- Collaborate with scheduling team, department administrators, and leaders to support course scheduling, ensuring alignment with faculty appointments and adjunct teaching assignments;
- Determine which courses qualify as overload and assign overload pay according to the current unit pay matrix;
- Generate an average of 150 adjunct contracts and overload letters for all course teaching appointments (including seeking supervisor and Provost approval when applicable); and
- Prepare ePAF upload files and submit ePAF’s.
Monitor Faculty Workload and Summer Pay Limits:
- Track approximately 100 faculty loads to ensure load obligations are met and ensure compliance with summer compensation thresholds.
Manage Administrative Assignments:
- Draft, issue, and file administrative assignment letters and MOU’s using standardized templates and Salesforce; and
- Ensure timely approval and documentation workflows.
Support Faculty Immigration Processes:
- Liaise with the Office of International Programs and Services (OIPS) to coordinate immigration support (e.g., H-1B, J-1, Green Card process) for international faculty; and
- Monitor visa expiration dates and complete documentation required for extensions or transitions.
Oversee Faculty Leave Administration:
- Coordinate and track various types of faculty leaves, including study leave, parental leave, FMLA, and educational leave; and
- Ensure policy compliance, appropriate documentation, and communication with central HR and the Provost office.
Manage Tenure Track Contract Extension Requests:
- Process requests for Tenure Track Contract Extension and update official records in Salesforce.
Coordinate Emeritus Status Requests:
- Administer emeritus status nomination and approval process, including verification of eligibility, routing through required channels, and notifications.
Faculty Evaluation Support:
- Upload course schedules and other faculty member records in attributes system (Salesforce and Sedona); and
- Assist with creating the FAR in Sedona and ensuring faculty weights are updated each academic year.
HR Labor & Position Control
Administer Labor Distribution Processes:
- Process labor distribution changes for faculty and staff, ensuring that funding sources are appropriately allocated and align with grant, departmental, or institutional budgets.
Conduct Labor Reconciliation:
- Perform monthly or semi-monthly audits of labor charges to ensure accuracy, resolve discrepancies, and support fiscal year-end closeout activities.
Manage Position Control:
- Ensure accurate position funding by verifying that all authorized positions are assigned the correct budget codes and are charged to the appropriate organizational units; and
- If any discrepancies are identified, submit the necessary corrections to ensure alignment with approved budgets and organizational structure.
Maintain Organizational Charts:
- Update and manage detailed org charts that reflect current reporting structures and vacant/filled positions; and
- Ensure alignment with position control.
Administer Wireless Communication Device (WCD) Stipends:
- Conduct annual review and validation of WCD stipends to ensure they meet University guidelines and that eligible employees provide the appropriate documentation.
Talent Management
Onboarding:
- Collaborate with hiring managers and the Costello departments to coordinate a positive onboarding experience for new faculty and staff, including timely distribution of welcome materials and branded items, clear first-day reporting instructions, and resources to support successful integration into the Costello family and campus community.
Employee Engagement and Retention:
- Conduct Stay Interviews:
- Coordinate and conduct stay interviews with key personnel to gather insight and inform retention strategies.
- Support Professional Development Opportunities:
- Promote and track participation in internal and external training programs; and
- Encourage skill development aligned with unit goals.
Employee Recognition Initiatives:
- Administer Costello Awards:
- Manage nomination, review, and award processes for internal recognition programs.
- George Mason Awards:
- Engage with central HR’s Faculty and Engagement team, to raise awareness, encourage and support nominations for university-wide awards (informal and formal recognition programs), and coordinate the degree bonus program by reviewing eligibility and processing payments for employees who attain qualifying academic credentials.
- Support External Awards Submissions:
- Track external professional or academic awards.
Offboarding:
- Facilitate offboarding for faculty and staff exits by coordinating completion of exit paperwork, conducting Costello exit interviews, managing system access revocation, and ensuring proper archiving of records.
HR Data Reporting
Generate and Distribute Reports:
- Produce routine and ad hoc HR related reports regarding faculty workload, staffing levels, compensation, and special requests using available HRIS, institutional, or college tools.
Maintain Faculty and Staff Rosters:
- Regularly update personnel rosters as needed.
Complete AACSB Salary Survey:
- Gather, validate, and submit faculty and staff salary data in accordance with AACSB (Association to Advance Collegiate Schools of Business) survey requirements and timelines, and ensures data accuracy.
George Mason Catalog:
- Provide annual updates to the Costello Administration and Faculty lists for inclusion in the annual George Mason University catalog, ensuring accuracy and alignment with current appointments and institutional records.
Special Projects and Other Related Duties
- Execute special projects and duties as assigned to support the department; and
- Serve as backup to other HR team members, providing support as necessary.
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Required Qualifications:
- High school diploma or equivalent;
- HR experience in a higher education environment, including faculty-related HR functions;
- Experience using HRIS and CRM systems, preferably systems like Salesforce, Banner, or Sedona;
- Understanding of HR principles, practices, and employment laws (e.g., FMLA, FLSA, ADA);
- Familiarity with faculty appointment structures, compensation practices, and leave policies;
- Basic knowledge of immigration processes related to employment (H-1B, J-1, Green Card, etc.);
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines;
- Excellent written and verbal communication skills;
- High attention to detail, especially in handling records, data entry, and documentation;
- Ability to work independently and exercise sound judgment in a fast-paced, team-oriented environment;
- Ability to interpret and apply HR policies and procedures accurately;
- Ability to maintain confidentiality and discretion in handling sensitive personnel matters; and
- Proficiency in Microsoft Office suite (Outlook, Word, Excel).
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