#114638 Human Resources Coordinator

DESCRIPTION

DEPARTMENT OVERVIEW

The Division of Extended Studies (DES) at UC San Diego is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, DES employs more than 1,000 active by-agreement instructors.

DES operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capability. DES also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. DES supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, DES operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

As of Fall 2020, the University has assumed ownership of a major downtown center for which DES is taking full financial and programming responsibility. The 66,000-square-foot building will support a rich mix of campus-based and community programs reflecting the teaching, research and public service mission of UC San Diego: classroom instruction, continuing education, arts and cultural performances, civic events and collaborative community projects.

POSITION OVERVIEW

Under the supervision of the HR Manager, provide administrative support pertaining to administration of personnel for the Extension HR department. Coordinate the recruitment process for academic instructors. Oversee and manage student employment. Perform payroll/timekeeping functions. Provide assistance in all aspects of human resources activities as necessary, such as HR transaction processing, off-boarding processes for employees, preparing pertinent forms and letters, preparing status/tracking reports, maintaining HR's personnel database and Excel tracking sheets, and compiling files.

• Due to high volume of work between May and August, vacation requests during this time may not be approved.

• Must be sufficiently mobile to attend meetings/interviews and to collect/deliver documents and checks on and around the campus and also to any Extension business sites or providers in the San Diego area.

• Must be able to work occasional overtime as needed for deadlines.

• Regular and predictable attendance is required.

QUALIFICATIONS

• Demonstrated experience implementing policies and procedures as they relate to areas of human resources, including, payroll, timekeeping, employment (staff and student), and visas/work authorization.

• Superior organizational skills, including the skills to independently organize and effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed.

• Experience performing hourly and monthly payroll/timekeeping functions in a large, complex academic or business setting. Experience analyzing complex pay records, personnel forms, and payroll time records to initiate payments and prepare reports.

• Skill using standard business software applications: word processing (e.g. Microsoft Word), spreadsheet (e.g. Excel), communications and scheduling (e.g. Outlook), with the willingness and ability to expand and update skills as needed. Experience using MS Access preferred.

• Demonstrated ability to pay attention to detail and to produce accurate and timely work despite frequent interruptions. Includes the ability to identify typographical and other errors when proofreading materials.

• Superior interpersonal skills, including the desire and ability to interact effectively and collegially with a diverse group of individuals from varying cultures, ethnicities, and backgrounds; the skill to use tact and diplomacy to accomplish tasks in a timely fashion; the skill to see situations/issues from others' viewpoints; and the ability to act professionally at all times.

• Excellent written communication skills in English, with an ability to phrase all communication with clarity, brevity, and elegance. Grammar, spelling, and punctuation must be correct and attention to detail in the content is essential, as is the judgment to use an appropriate tone and a courteous manner.

• Experience drafting letters, email templates, and other documents from scratch. Experience identifying typographical and other errors when proofreading materials for distribution.

• Demonstrated flexibility to meet deadlines in a high volume work environment and ensure smooth work flow, and to handle multiple tasks simultaneously.

• Demonstrated math skills to perform payroll calculations and to calculate percentages. Knowledge of payroll accounting procedures.

• Demonstrated ability to exercise good judgment for problem-solving; maintain confidentiality, analytical skills and ability to anticipate problems as well as communicate and interact successfully with campus departments and department heads.

• Proven ability to interact constructively with academics, staff, and students, exercising tact, diplomacy and flexibility.

• Confident presentation skills for group sign-up sessions, informational talks, reports, Q & A sessions, and any other purpose.

• Skill in maintaining orderly filing systems for rapid ease in retrieval by self and others.

• Demonstrated experience drafting and editing business communication and knowledge of information distribution best practices.

• Demonstrated knowledge of Microsoft SharePoint to update and maintain a departmental webpage with informational and current content.

• Demonstrated experience using/implementing digital personnel file systems.

• Demonstrated knowledge of recruitment best practices including posting language, advertising, interviewing, selection, equal opportunity, and achieving diverse applicant pools.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.