Human Resources Administrative Specialist (530066)

Description

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Human Resources Administrative Specialist. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $6,084 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,464 to $10,180 per month.

Classification

Confidential Administrative Support II

Position Information

The California State University, Office of the Chancellor, is seeking a Human Resources Administrative Specialist to be responsible for carrying out a full range of administrative duties for the AVCHR and supporting a broad range of administrative and office support duties and tasks for the following functions: Systemwide Benefits, Payroll, Class/Comp, Recruiting/Talent Acquisition, General Employment, HRIS, Data Analytics, Academic HR, Policy Administration, and Collective Bargaining.

Responsibilities

Under the general direction of the Associate Vice Chancellor, Human Resources, the Human Resources Administrative Specialist will perform duties as outlined below:

Intake, Creation, Input and Distribution

• Responsible for editing, formatting, finalizing, distributing and posting all Systemwide Human Resources (SWHR) coded memorandum, technical letters, and policies on the intranet. This includes complete ownership of the technical letters within HRM from issuing to tracking and maintaining.
• Responsible for maintaining, or assisting in maintaining, multiple distribution lists for HRM Public Contacts folder: Conflict of Interest (COI), Fee Waiver Coordinator, HR Admin, Associate Vice Presidents for Human Resources (AVPHR), Associate Vice Presidents for Faculty Affairs/Academic Personnel (AVPFAAP), SWHR, IPEDS, Technical Letter Distribution (tldist), Benefits Insider listserv backup. Responsible for maintaining Work in Progress (WIP) folders that house HRM coded memo documents.
• Responsible for formatting, printing, and distribution for CBA documents. Binder preparations for Collective Bargaining team. Posting documents to Labor Relations website as needed. Scanning documents post Collective Bargaining meetings/sessions.
• Creation of survey(s)/registration form(s) via QuestionPro, Microsoft Forms, Qualtrics or Smartsheet; provides results for surveys: formats raw data, and summary information. This may also include other surveying software programs for internal surveys or within Systemwide Human Resources and working with others to compile or array results.

Office Support for Human Resource Management and Collective Bargaining Team

• Responsible for providing executive level support for AVCHR of HRM, including dealing with confidential matters, and creating and editing correspondence; creating and developing fillable forms; creating and developing workflows and continuously incorporating process improvements; creating and editing PowerPoints, excel spreadsheets, SharePoint documents and forms.
• Submits service requests for phones, computers, building services, public safety, and conference services for Human Resource Management and Collective Bargaining team.
• Serve as administrator for the HRM SharePoint/OneDrive site, adding and editing users as appropriate and monitoring documents and/or files being shared.
• Responsible for receiving all mail and distributing to the appropriate person in Human Resource Management, Collective Bargaining team.
• Assist with calendar management, and scheduling of the Collective Bargaining team, AVC of Learning & Development team.
• Assists with HRM New Hire On-boarding process: computer, phone, keys, etc.
• Creates fillable forms which include signature blocks and use workflow to obtain electronic approvals. Manage workflows and ensure signed documents are properly archived.
• Coordinates logistics for Human Resources Management and Collective Bargaining meetings, including teleconference dial in number, zoom, room reservations, lunch orders, making copies, parking arrangements/validation, coffee and water set-up for bargaining meetings, etc.
• Reviews HRM staff absence(s) via Absence Management Self Service and notifies managers after review; tracks HRM Absences.
• Assists in updates to the AVP-HR/FAAP SharePoint Site, uploading resource materials as needed.
• Orders custom supplies for HRM, and Collective Bargaining team; processes subscription/membership renewals.
• Coordinates all AVCHR of HRM, HRM unit, and Collective Bargaining Team travel arrangements and reimbursements.
• Responsible for coordinating department’s off-site records retention, shredding and total vendor management for this service.

Budget/Finance Support

• Handles HRM, Collective Bargaining ProCard reconciliation as well as monitor HRM budget and actuals.

Customer Service/Communications

• Responsible for attending HRM staff and management meetings for the purpose of notetaking and formalizing action items/takeaways for attendees. Meetings often are of a confidential nature including collective bargaining proposal preparation and counter proposal development.
• Note taking and record keeping for Collective Bargaining meetings, and other Bargaining matters as needed.
• Coordinates with Chief of Staff and System-wide HR directors with regard to VC of HR announcements, technical letters and other communications and email distributions. This includes timing of the distribution. Incumbent will often be aware of confidential employee relations matters not yet released to the constituents.
• Monitors main HR email inbox and forwards emails or responds appropriately.
• Drafts simple communications including emails, memorandums, and letters on behalf of HRM and the Collective Bargaining Team.

Project Support

• Supports project development and implementation by creating spreadsheets, matrices, charts, forms, etc.
• Coordinates workflow, tracks implementation timelines, and creates hard copy and electronic filing system for archiving HRM and CB projects for later reference.

Qualifications

This position requires:

• Minimum of five to seven years of high-level administration experience is required. HR and benefits or general employment experience highly desirable. Bachelor’s degree from an accredited university preferred. Any equivalent combination thereof education and experience will be considered.

Preferred Qualifications

• Ability to make general mathematical calculations for administrative technical processes.
• Strong organizational skills.
• Ability to work in a complex environment and coordinate multiple tasks simultaneously and prioritize them appropriately.
• Proficiency with technology, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, etc., as well as other computer programs such as Peoplesoft ERP, Laserfiche Forms, Adobe, etc.
• Ability to initiate and draft clear and concise summaries and documentation.
• Ability to learn and use new software and technologies.
• Ability to collaborate well with others as part of a team in support of the strategic vision and goals of human resources.
• Ability to establish, organize, and maintain department files and reference materials efficiently.
• Ability to communicate effectively with all levels of staff and campus contacts.
• Ability to track assigned tasks/projects, communicate and coordinate with involved individuals, and ensure follow-through and completion of task/projects may be stalled. Ability to and make recommendations to keep tasks/projects moving forward.
• Ability to handle confidential data and information in a responsible manner.
• Excellent written, verbal organizational interpersonal skills and customer service orientation.
• Proven track record providing high-level administrative support in a fast-paced environment.

Application Period

Priority consideration will be given to candidates who apply by July 31, 2023. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.