The Facilities Services Assistant HR Manager is responsible for helping oversee and manage all human resources functions for the Facilities Services Department, which supports over 675 employees. This position provides expert guidance on recruitment, payroll, classification, and position management, ensuring compliance with departmental budgets and policies. The Assistant HR Manager leads recruitment efforts, ensuring effective staffing, and serves as a liaison between Facilities Services and various University offices, including UTK Finance and Administration, the Office of Equity and Diversity, and the Human Resources Office. The position interprets and communicates HR policies and procedures to supervisors and provides direction on payroll and personnel issues. Additionally, this role manages employee career development initiatives, including Career Path progressions, performance evaluations, and leave applications, and supervises three HR staff members and one UT Student Assistant. Professionalism, discretion, and confidentiality are essential in carrying out these responsibilities. The ideal candidate will possess strong leadership and decision-making abilities, excellent communication skills, and experience in human resources management within a large organization, preferably in a higher education setting.

Human Resources Management

• Oversee HR functions for over 675 employees, including exempt, non-exempt, temporary staff, and 60 student employees (Graduate Assistants included).
• Supervise staff in completing all personnel actions: new hires, rehires, transfers, pay changes, leave applications, payroll, and terminations, ensuring accuracy and compliance.
• Serve as subject matter expert and advisor on HR matters, providing guidance on policies and procedures.
• Ensure compliance with federal employment laws and university policies.
• Monitor salary allocations, review position assignments, and validate budget alignment for new positions or changes.
• Approve or reject position changes based on salary budget availability.
• Act as the central liaison between the FS Department and university offices on personnel and payroll matters.
• Compile, analyze, and provide HR-related data to leadership.
• Develop and provide HR-related training and guidance for department staff.
• Oversee temporary employee transitions to regular employment, ensuring compliance with one-year guidelines.

Recruitment and Hiring

• Develop and implement recruitment strategies for all FS positions, including exempt, non-exempt, temporary, and student employees.
• Create, maintain, and update job descriptions to ensure accuracy, inclusivity, and alignment with department goals.
• Ensure job descriptions reflect career growth opportunities and comply with labor laws and anti-discrimination regulations.
• Oversee job postings, candidate sourcing, and application screening, ensuring compliance with university hiring policies.
• Lead recruitment efforts focused on access, belonging, and engagement.
• Attend job fairs and community events to recruit talent and develop pipelines with local institutions.
• Track and report recruitment metrics and report on key performance indicators (KPIs). (e.g., time to fill, offer acceptance/decline rates, source of hire, attrition and retention rates, internal vs. external hires and diversity hiring).

Staff Supervision and Assistant Manager Responsibilities

• Supervise three full-time employees and one student assistant, providing task allocation, guidance, and performance assessments.
• Identify training needs and professional development opportunities for the HR team.
• Establish processes aligned with UTK HR and UT System policies, ensuring adherence to regulations.
• Set departmental service standards and resolve escalated HR issues while fostering team independence and growth.

Career Paths, Certification Programs, and Student Hiring Oversight

• Develop reports on Career Path and Custodial Certification Program (CCP) promotions, coordinating with Unit Directors and Central Administration.
• Ensure proper documentation and salary budget allocation for approved promotions.
• Serve as the hiring manager for UT Student Assistant and Graduate Assistant positions, approving hiring documents, I-9s, and Visa applications.
• Provide guidance on employee performance issues and facilitate discussions with Employee Relations as needed.
• Participate in or lead search committees and serve on university-wide committees as the FS Department representative.

Required Qualifications

• Education: High School Diploma or GED
• Experience: Specialized work experience in Human Resources with at least five years in a Human Resources office environment which includes performing recruiting, hiring, and employee relations tasks; or a Bachelor’s degree and two year's specialized work experience in a similar Human Resources office environment may be substituted for work experience.
• Supervisory Experience-at least one year of direct employee supervision including performance management is required.
• Knowledge, Skills and Abilities
  • Strong knowledge of human resources principles and employment laws, including hiring, I-9, E-Verify, and Visa requirements.
  • Ability to practice at a high level of confidentiality
  • Ability to analyze recruitment metrics and data to improve hiring processes and outcomes.
  • Ability to supervise, foster team collaboration, and maintain confidentiality.
  • Proficiency in HR systems (IRIS/SAP HR, Payroll transactions, KRONOS) and Microsoft Office (Word, Excel, PowerPoint).
  • Excellent organization, time management, analytical, and communication skills.
  • Ability to create job descriptions aligned with departmental goals and analyze recruitment data to improve processes.
  • Strong interpersonal skills, with a focus on building relationships and fostering diversity and inclusion.
  • Excellent Organization, time management, and analytical skills.

Other Conditions

• Maintain a valid driver’s license

Work Location

• University of Tennessee – Knoxville, TN Campus
• This is an onsite position

Compensation and Benefits

• UT Market Range: MR11
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

For best consideration, applications must include a completed candidate profile, cover letter, resume, and contact information for three professional references.

About the Department

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxville’s largest non-academic department, team members are responsible for facilities maintenance and repair, custodial needs, landscaping and lawncare, utility work, in-house and capital construction projects, facilities planning and design, environmental initiatives, pest control, campus event services, and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students, staff, faculty, and fans have a consistent and positive experience every time they step foot on Rocky Top.