Jill Billerman

Human Resources Administration

• Unit (12 departments) point of contact for all human resources related questions and information including appointment processing, payroll, visa processing, and hiring.
• Lead new hire searches and hiring processes for all employee groups, including international visiting scholars, connected to the executive office and the centers/programs/institute by preparing and submitting hiring workflows in JDX and Cornerstone, as appropriate; work closely with College HR and the Office of Access and Equity with respect to affirmative action plans and equal employment opportunity practices and advise the unit on best practices for searches.
• Provide centers/programs/institute with appropriate offer letter template; review draft offer letter and proposed salary recommendation; work within guidelines established by the appropriate collective bargaining agreement (as appropriate), Campus and State policies and rules and Campus and College procedures.
• Collect, review and submit academic vacation sick leave.
• Conduct the onboarding process for new hires, including completing the 1-9 form in Tracker and assisting employees with new hire forms.
• Administer exit interviews, as requested, by centers/programs/institute.
• Process new hires, changes to employee records, labor transfers, service-in-excess/lump sums, pay rate changes, additional appointments (including summer exemption forms) and/or re-appointments in Human Resource Front End (HRFE); enter job transfers and separations in HRFE; enter C-FOAPLs, labor distributions, and transfers in HRFE; enters adjustments in PARIS and ANA.
• Maintains comprehensive files, which may include confidential employee materials.

Visa Management

• Interpret and apply policies and procedures related to visas (J-1, H-1, 0-1, F-1, OPT, etc.). green card processing and paperwork; work closely with the International Student and Scholar Services (ISSS) office, sponsoring faculty and business units, and foreign nationals throughout the various processes; convey foreign national and visa processing policies and proper procedures to centers/programs/institute.
• Demonstrate a thorough understanding of employment eligibility of foreign nationals, student visas, Form I-9 requirements, and all aspects of the new hire process.
• Work closely with the International Student and Scholar Services (ISSS) office, center offices, and foreign nationals to convey visa policies and proper procedures to scholars and students within the institute.

Supervision

• Manage the work of Office Manager, who handles the student HR. Responsible for training and supervising staff including approving time reports and sick/vacation leaves, completing performance evaluations, updating job assignment work, and all related matters.
• Meet regularly with Office Manager to assign tasks and evaluate effectiveness.
• Supervise the employee’s work as the meeting and calendar contact for the IGI Executive Director.
• Hire and supervise IGI student workers.

Illinois Scholars at Risk (ISAR) Program Administration

• Request and manage funding iSAR support from other campus departments.
• Advise on policy and provide guidance to other departments across campus who are interested or have committed to hosting scholars at risk.
• Serve on the lead convener of the iSAR administrative committee, which includes the Faculty Director, which meets regularly to assess program’s effectiveness to provide seamless transitions for scholars at risk.
• Meet with national organizations (Scholars at Risk, Practioners at Risk, Scholar Rescue Fund, Artists Protection Fund), to identify scholars to place at Illinois and work on effective and efficient processing of scholar awards and placement

FLAS and scholarship support

• Administer the Foreign Language and Area Studies undergraduate awards
• Serve as point of contact for undergraduate FLAS fellows
• Collect and maintain confidential student files for award processing

Payroll Administration

• Oversee the bi-weekly payroll processing for all hourly (student, temporary, and civil service) department employees, ensuring compliance with department, college, and campus policies.
• Answer payroll-related questions and independently research payroll issues as needed to answer inquiries and provide solutions that require interpretation, explanation, and justification of human resources policies and procedures. Utilize college and campus resources for issues that require additional consultation.
• Verify leave balances for civil service staff on a bi-weekly and as-needed basis.
• Generate overtime/compensatory time reports for review.
• Oversee the performance of payroll adjustments to make payroll corrections and funding transfers for student and staff payroll as needed.
• Oversee the preparation and maintenance of spreadsheets of student pay data for budgetary purposes each semester.
• Maintain department shared calendar to track leave usage and absences for payroll approval purposes.

Labor and Employee Relations

• Lead and collaborate with managers and supervisors to resolve employee relations issues. Facilitate and provide guidance regarding all employment and labor relations issues; work with campus HR offices to develop and recommend appropriate corrective action; advise managers on communication approaches, documentation, and resolution.
• Serve as a facilitator during difficult employee meetings to answer questions that arise and ensure policies are being followed.
• Provide guidance to units on applicable collective bargaining agreement language, policies and rules, and Provost Communications.
• Provide guidance for leaves of absence and Family and Medical Leave Act requests.
• Advise on policies related to Ethics, Title IX, ANCRA, and Statement of Economic Interests; ensure compliance with annual trainings and reporting.
• In collaboration with College and University HR Offices, advice centers/programs/institute on Labor and Employee related issues.

Business Operations and Grant Support

• Manage payments of honoraria, reimbursements, and other expenses for international visitors and research/instructional collaborators abroad supported by centers' funds.
• Process undergrad stipend award payments
• Assist with cost share and activity reporting tasks.
• Create, edit, and close all "jobs" in relation to grants.

Building and Project Management

• Primary contact for building related matters at IGI’s administrative office location including requesting keys, service and maintenance requests, and Building Emergency Action Plan updates.
• Complete special projects as assigned by IGI Executive Director and Assistant Director.

• Responsible for the hiring activity for Faculty, Academic Professionals, Civil Service, Postdoctoral, Visiting Scholars, Retiree Rehires, and Students, including end-to-end search documentation and approvals, recruitment advertising, search team training, interview participation, and reference checking
• Collaborates with Department Administration, the College-level offices, and Campus-level offices to ensure timely onboarding and separation processes
• Coordinate the promotion and reclassification process for the department staff
• Conduct research and advise on HR inquiries and requests, including leave practices and policies, wage rates, payroll processing, and onboarding and separation policies
• Provide timely onboarding processes for all employee groups
• Provides offer letters, employment verifications, assists with development of job descriptions
• Serves as the primary approver for all bi-weekly staff payroll
• Monitors and checks benefit time for all faculty and staff
• Monitors all required trainings (Ethics, Sexual Misconduct, COVID safety)
• Works with employees to ensure completion before deadlines.

• Serves as a resource for all matters related to human resource administration in the School of Earth, Society, and Environment
• Provides guidance to the Director; Associate Directors; the executive officers; faculty and staff; and serve as the School's primary liaison with the College and the campus academic human resources offices; other academic departments; International Student and Scholar Services; and the payroll and benefits offices
• Processes, reviews, and submits all HR functions including recruitment; classification/reclassification; administrative operations; compensation; benefits; HR technical support; and other administrative initiatives that may present themselves
• These processes include: preparation of appointment and payroll-related correspondence (requiring adaptation according to evolving guidelines and policies governing university employment); appointments processing, including entry into Human Resources Front End (HRFE); new hire/onboarding orientation and processing; joint appointments; visa processing; biweekly time entry and approval; FMLA/VESSA and other paid and unpaid leaves; lump-sum payments; service in excess; separations; academic vacation/sick leave processing; rehiring retirees; Protection of Minors documents; awards processing for all employee classifications in SESE departments and units; processing of Labor Redistributions; and implementation and maintenance of HR/personnel related recordkeeping systems
• Manages all processes related to academic searches and search waivers to coordinate the hiring of faculty, other academics, and academic professionals for SESE departments
• Consults with executive officers regarding appropriate methods for the hire and collect required information to enter into the University's hiring system, Hire Touch
• Facilitate college and campus approvals and oversee the administrative duties of each search, with the assistance of the departmental support staff; obtain Director's approval at the time of hire; and submit all documents for approval in HireTouch
• Provides orientation to new employees or visitors with regard to the University in general, as well as School operations (where to go, who to see)
• Processes and applies policies and procedures related to visa (J-1, H-1B, F-1 OPT, etc.) and green card processing and paperwork
• Works closely with the International Student and Scholar Services Office
• Interprets and applies policies and procedures for all human resources functions
• Maintains and disseminates current information on personnel policies
• Ensures compliance for all human resources policies according to Federal, State, and the University policies and regulations
• Works with Associate Director and College HR office, responsible for development, implementation, and maintenance of all School-wide policies related to Human Resource Administration
• Monitors Ethics and Title IX Trainings, along with Clery reporting.

• Processed appointments using University systems for approximately 400 graduate students
• This included using HRFE to set up and monitor on-line payroll forms for new hires and maintaining confidential filing systems for graduate appointments
• Acted as the initial point of contact for all incoming ECE graduate research and teaching assistants
• Coordinated the new hire process (I-9s and UI New Hire) with other units within the College of Engineering and Beckman Institute
• Reviewed and approved all HRFE transactions submitted by other units for ECE graduate students
• Reviewed appointments for accurate rate, visa expiration date, and verified that required documentation were attached
• Prepared employment verification letters for students requiring proof of employment for visa purposes
• Coordinated Graduate appointments with ECE Graduate Programs office and faculty
• Processed new undergraduate students, extra-help, and academic hourly appointments
• Processed any changes for existing appointments
• Maintained confidential filing systems for student and academic hourly appointments
• Using BANNER and Timetracker, prepared and maintained bi-weekly student payroll for approximately 250 students
• Included checking timesheets, verifying total hours, and processing pay adjustments as needed
• Using BANNER, prepared and maintained bi-weekly payroll for Civil Service employees
• Served on a committee redesigning a payroll system (Timetracker) for undergrad hourly employees
• Coordinated the conversion to proximity iCards for all employees and students with the iCard Center
• Maintained data in the department's Human Resource database
• Established and maintained the system for converting paper personnel files to electronic filing system for the ECE HR Office
• Audited the files annually and determines which files are eligible to be sent to RIM storage
• Handled routine inquiries from students regarding tuition waivers and student insurance policies and procedures
• Using Banner, calculated and processed labor redistributions for Grant Manager and maintains record of each transaction
• Processed Printing Services orders for the department
• This included orders for the ECE Publications Office and orders for business cards
• Coordinated with Department Administration regarding Ethics Training
• Contacted all undergraduate and graduate students needing to complete the training before the deadline set by the University
• Served on committee that formed and implements Building Emergency Action Plan
• Served as liaison for Electrical and Computer Engineering Department on Campus Charitable Fund Drive.

• Planned and implemented lessons for whole class including reading, math, English, science, social studies, and spelling, while taking into consideration the different needs of each student in my classroom
• Supervised classroom and one-on-one aides; guided those individuals on curriculum and classroom activities
• Attended IEP meetings, coordinated with special education teacher to meet the needs of all students in my classroom
• Served on committee to hire new employees, sat in on interviews for candidates
• Conducted an after-school tutoring program to further the educational program of students throughout our district
• Served on District and Elementary School Improvement Committees, while researching ways to improve test scores on a district level and a school level
• Selected and assembled materials to be used, such as supplemental materials to better reading and math test scores
• Volunteered for athletics in the evenings by keeping scorebooks, time clocks, and spent one year as an assistant coach.

• Kept records of financial transactions for company, using calculator and QuickBooks
• Verified details of business transactions recorded on sales slips, invoices, receipts, check stubs and computer printouts
• Allocated and posted details of business transactions to subsidiary accounts in journals and computer files
• Made collection calls on delinquent accounts.

• Planned and implemented lessons for whole class including reading, math, writing, and a variety of hands-on learning experiences while taking into consideration the different needs of each student in my classroom
• Coordinated with a classroom aide, to meet the needs of children with special needs
• Created interactive bulletin boards to reinforce learning objectives.

• Planned and implemented lessons for whole class including reading, math, writing, and a variety of hands-on learning experiences while taking into consideration the different needs of each student in my classroom
• Created interactive bulletin boards to reinforce learning objectives
• Coordinated with different volunteers to assist in the classroom
• Established a respectful and fun atmosphere in which students could learn and thrive.