Human Resources Operations Specialist (506896)
- Position Summary
- (Classified as: Confidential Office Support, PSL III)
Full-time position available on or after January 4, 2022 in the Division of Human Resources, Equal Opportunity, and Compliance (HREOC).
Under the general direction of the Sr. AVP, this position provides high-level confidential administrative support for the day-to-day operations of the HREOC Division. The Operations Specialist provides administrative support to the HREOC division including operational, policy and budget administration. The incumbent will provide high-level senior administrative support by conducting research, preparing reports, handling inquiries regarding HREOC policies, and performing senior-level clerical functions such as preparing policy correspondence, receiving executive visitors, arranging conference calls, providing leadership to lower-level administrative staff, and scheduling highly confidential executive meetings. Incumbent assists in maintaining continuity and stability in the division and provides exceptional customer services to colleagues, staff, faculty, visitors, and the campus community at large.
- Job Duties
- Duties include but are not limited to:
- Responsible for appropriate written and oral communications with administrators, faculty, staff, and students on behalf of HREOC division.
- Maintain a broad understanding of HREOC functions, including its role and purpose as the Affirmative Action Plan administrator and in upholding equity principles and best practices.
- Perform delegated administrative/confidential duties in direct support to division managers.
- Supervise the use and maintenance of the training and development conference room (MSR 333).
- Lead coordination and logistics for meetings and events hosted by HREOC.
- Participate in the coordination of special events such as Employee Service Awards, division retreats, annual Health and Wellness fair, staff professional development in-service days, and other events as required.
- Schedule rooms, order materials, assist with the development of brochures and flyers.
- Provide administrative support and backup for a variety of HREOC functions including CSU Learn, labor/employee relations, benefits, and leaves.
- Coordinate day-to-day front desk reception and operations for HREOC.
- Make recommendations for and implement procedures and systems to ensure smooth front office operations.
- Assist in the development of procedures, checklists, guides, and forms (including online forms), and regular assessment of services by the division.
- Receive and screen confidential and sensitive communications including telephone calls and messages.
- Use independent judgment to determine those that require priority attention; prioritize and facilitate communications with internal and external audiences.
- Ensure all confidential correspondence and documents, including legal documents, are complete, timely filed, and include appropriate proof of service/delivery.
- Access employee relations data and assist in the preparation of information related to the determination and implementation of management guidance in labor relations.
- Receive and transmit reports, papers, or other general and sensitive/confidential correspondence related to the negotiations process with employee organizations.
- Provide information related to the process for filing a grievance, status updates on labor matters, maintain records and logs of HREOC matters for annual reporting requirements.
- Collect and maintain monthly status updates and report logs, run HREOC reports as needed.
- Assist with the preparation of the University Central Review Committee for talent management weekly meetings with Cabinet.
- Provide day-to-day coordination of HR meetings and liaison with the ability to make executive decisions on the importance of calendaring and time-sensitive matters.
- Maintain communication with external constituents, which requires knowledge of protocol issues related to internal and external stakeholders.
- Maintain the highest level of integrity and confidentiality in the preparation of sensitive and highly confidential communication, including summary reviews prepared for HR programs or litigation.
- Respond to questions regarding HREOC programs. Responses may be in-person, written, or verbal. Screen, handle or refer standard or non-standard requests independently.
- Maintain relevant records in preparation of CO or external audits.
- In conjunction with HREOC administrators, maintain meeting minutes; create staff meeting agendas; coordinate and obtain materials for meetings to include updates, reports and sub-area reports (Employee/Labor Relations, Human Resources, Employment/Recruitment, Classification, Compensation, Leaves, Benefits, and Payroll).
- Coordinate the monthly New Employee Orientation program.
- Maintain highly confidential records, including vendor contracts, training records, settlement agreements, investigation records, and litigation records.
- Attend HREOC leadership meetings and manage follow-up action items.
- Maintain the HREOC primary and time off calendars.
- Provide work direction to support staff and/or student assistants, and be fully accountable for the workflow and completion of work for assigned support staff.
- Manage all equipment and supplies purchasing for the Division.
- Coordinate travel and hosting reimbursements for HROEC managers, events, and programs.
- Responsible for the analysis, design, implementation, and evaluation of various administrative systems to support HREOC operations and the creation of policies and procedures that will support office operations and program development.
- Maintain HREOC budget and financial resources records.
- Responsible for the initiation, analysis, review, reporting, budget problem solving, and budget recommendations to the Sr. AVP. Serve as liaison with the university budget office and department staff.
- Coordinate and prepare the mid-year budget review and annual budget reports for the HREOC and the university budget office.
- Track, reconcile, analyze and report monthly, quarterly, and annually on all departmental and programmatic revenues and expenditures for all accounts.
- Maintain updated unallocated funds spreadsheet for the Sr. AVP, including tracking salary savings.
- Prepare all procurement and travel requests, as well as procurement card reconciliation.
- Responsible for all HREOC requisitions, direct pays, and other forms of payments.
- Provide direction and support to department staff as required.
- Assist with reviews for position requests, including replacements, stipends, IRPs, etc., and recommend solutions to position and/or funding issues.
- Support budget planning process, including analytical support, as required.
- Onboard new HREOC employees and student assistants.
- In coordination with unit managers, responsible for preparing workspace, ensuring timely ordering of tools (computers, access to systems, etc.), introduction to colleagues, reviewing departmental procedures, job expectations, job-specific training, ensuring completion of required training, ensuring attendance, and reviewing the evaluation process for the Sr. AVP.
- Assist with personnel/organizational matters, including completing documentation and forms to support HREOC recruitments, compensation adjustments, performance evaluations, and other similar tasks.
- Coordinate maintenance of personnel & HR files in accordance with CSU established records retention guidelines.
- Serve as the HR records retention specialist for the campus.
- Coordinate HROEC program assessment and support unit reviews, including data generation, report preparation, and coordinate the implementation of review recommendations.
- Coordinate and assist with the preparation of annual strategic planning reports.
- Provide full range of administrative functions for program and policy research, analysis, development, reporting, and evaluation; determining methods, policies, and procedures to achieve programmatic goals, leading committees as necessary, ensuring compliance with regulations; and working as a liaison on behalf of HREOC programs.
- Independently prepare responses for a wide range of communications in which procedures may not exist.
- Responsible for organizing methods of gathering data and information.
- Research and coordinate responses and write reports for the Sr. AVP or designee.
- Assist the Sr. AVP, or designee, in HREOC communications to internal and external audiences including publications and website development and coordination.
- Develop and coordinate promotions, publications, and marketing strategies that encourage and invite participation in HREOC programs; including development of brochures, events schedules, university communications, flyers, website information social media content, and bulletin boards.
- Liaison with all HROEC team members in a supportive manner to facilitate efficient and harmonious division partnerships.
- Independently initiates requests for campus and external services, maintains equipment, oversees management of the appearance of the front office and other communal spaces.
- Facilitates IT requests for meeting and desktop support for HREOC.
- Provide back-up to front desk/guidance for walk-in visitors and telephone calls.
- Other duties as assigned.
- Minimum Qualifications
- Education: Bachelor's Degree (or associates degree with two years of additional work experience in administrative assistant/clerical positions).
Experience: Minimum of three years of full-time equivalent experience with demonstrated progression in responsibilities in a secretarial/clerical support position that has provided knowledge and ability to perform duties independently in most or all work assignments.
- Preferred Qualifications
- Minimum of (1) one year of experience leading other clerical support personnel.
- Minimum of (1) one year of experience providing administrative assistant support to an executive (director, Sr. Director, VP, CFO, CEO).
- Experience in working with HR CMS database systems.
- Experience in a public sector or unionized environment is highly desirable.
- Working knowledge of procedures and practices related to service to students.
- Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
- Demonstrated experience planning and implementing programs and events.
- Knowledge, Skills, Abilities
- Strong organizational skills and customer service, team-oriented collaborative work style approach in carrying out assignments.
- Demonstrated experience with budgetary analysis, ability to maintain budgetary data for the department and oversee the department's budgets.
- Strong interpersonal skills and ability to work in harmony with a wide range of campus and CSU system personnel, to engender trust, and to serve as a member of a larger team whose purpose is to advance the mission of CSU Stanislaus.
- Ability to effectively provide lead work direction to office support staff, train, and effectively prioritize work assignments to ensure timely completion.
- Ability to manage extremely sensitive materials and situations including matters in litigation or before arbitrators.
- Ability to maintain strict confidentiality and to exercise considerable discretion, diplomacy, and good judgment.
- Ability to plan and organize multiple tasks and prioritize work, including setting and meeting deadlines.
- Demonstrated technical literacy with standard office computers, including proficiency with PeopleSoft, Office 365 or equivalent, electronic scheduling, and internet communication software.
- Ability to compose written correspondence and reports with sufficient knowledge of English grammar, punctuation, and spelling, including good proofreading and editing skills, at a level required for this position.
- Demonstrated ability to work relatively independently and apply good judgment in solving a wide range of problems, developing practical and thorough solutions.
- Demonstrated ability to communicate clearly and effectively, both orally and in writing, consistently using effective listening skills.
- Ability to maintain composure and tact during high-stress situations and under heavy workload, with conflicting priorities, frequent interruptions, and other demands.
- Demonstrated ability to initiate necessary actions, remain flexible, coordinate many activities simultaneously, and handle requests expeditiously using appropriate, mature judgment.
- Ability to effectively handle multiple/changing priorities in a sometimes stressful environment while adhering to deadlines.
- Special Conditions
- CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
- Salary Range
- Anticipated salary will be $3,524 - $4,228 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Confidential Office Support PSL III range: $3,524 - $6,530 per month)
- Compensation & Benefits
- Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: C99) Benefits Summary: CSU Employee Benefit Summary
- How to Apply
- To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the "Apply Now" button on this page.
- Application Deadline
- OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER DECEMBER 1, 2021. (Applications received after the screening date will be considered at the discretion of the university.)
- Criminal Background Clearance Notice
- Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
- Additional Information
- Campus & Area
California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
Clery Act Disclosure
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
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. All qualified individuals are encouraged to apply. The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.
Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.
CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
- The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
Closing Date/Time: Open until filled