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Associated Students, Inc., Cal Poly Pomona
Pomona, California, United States
7 days ago

Description

Human Resources Specialist

Human Resources Full Time Professional
Associated Students, Inc., Pomona, CA, US
Salary Range:$53,079.00 To 59,524.00 Annually

Work Schedule:

Monday through Friday; occasional weekend and evening hours required. This position will be performing work both in person and remotely.

 OVERVIEW

Associated Students, Inc. (ASI) employs a student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, childcare. ASI operational support areas including human resources, financial services, facilities management, and marketing. ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team reimagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students.

 The Human Resources department oversees all aspects of the employment cycle for full time and part time student and professional staff. We deliver service with a smile and encourage a welcome, legally sound, compliant and fun environment to a diverse and inclusive workforce. The HR department services 500+ employees.  Human Resources ensures all interactions are conducted with care for our employees Reviews current practices and policies, assessing and analyzing the extent to which they support or hinder the company’s diversity goals. Works with the recruiting team to implement recruiting strategies to attract employees from diverse backgrounds.

COMPENSATION AND BENEFITS

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.

Associated Students, Inc. offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding ASI’s benefits, please click here.

 POSITION SUMMARY

Under the general supervision of the Manager of Human Resources, the Human Resources Specialist provides quality customer service, administrative, analytical, and technical support in the areas of the full recruitment cycle, onboarding, employment life cycle, off-boarding, and compliance within the Human Resources (HR) Department. In alignment with ASI’s mission, the Human Resources Specialist maintains a student learning-centered HR Department by working collaboratively with HR student assistants and HR interns.

The Human Resources Specialist will need to excel in an environment of open communication and continuous collaboration with others within the HR department and externally, with confidence and with a problem-solving mindset.  The Human Resources Specialist will ensure recruitment practices and processes are inclusive and all interactions are done with care.

ESSENTIAL DUTIES

 Recruitment:

  • Coordinate the full recruitment cycle and assist hiring managers to recruit, select and retain staff
  • Reviews current practices and policies, assessing and analyzing the extent to which they support or hinder the company’s goals.
  • Works with the recruiting team to implement recruiting strategies to attract employees from diverse backgrounds.
  • Develop job requisitions and strategically recommend appropriate job boards to obtain a representative pool of qualified applicants
  • Coordinate the recruitment process for all staff positions via HRIS System including reviewing, approving, and posting requisitions. As well as, submitting closing documents for all filled positions
  • Serve as a knowledgeable resource and point of contact to Hiring Managers to assist with coordinating interviews, requesting and/or conducting professional references
  • Meet with departments to discuss their upcoming support needs. Train hiring managers and search committees on best practices, inclusive applicant screening, and techniques to combat bias in hiring
  • Prepare, review, and extend employment offers to final candidates in collaboration with Hiring Manager
  • Serve as the Background Check Coordinator and Records Custodian as outlined in the CSU Background Check Policy. Verify background check clearance for new hires, as well as for current employees when transferring or reclassifying to new positions
  • Coordinate the development, maintenance and updates of part-time student and non-student job descriptions to ensure compliance with ASI policies, appropriate title classifications and equitable pay
  • Stays abreast of current job boards, social networks, and platforms to post job announcements and recruit qualified candidates
  • Review current departmental processes (i.e., recruitment strategies) and assist in making recommendations for ways to streamline recruitment practices in line with ASI’s mission and values
  • Assists with the creation and updates of HR related forms driven by legal or policy as it relates to recruitment
  • Coordinate ASI’s participation in recruitment fairs as an avenue to recruit qualified employees that align to the mission and vision of ASI

Onboarding/Offboarding:

  • Manage the onboarding process for part time and full-time staff. Conduct internal new hire orientations in line with ASI policies and procedures. Ensure employees are familiar with campus and department systems at the time of hire. Ensure ASI policies are communicated and required forms are signed and collected. Ensure new hire process and paperwork is compliant with Federal and State regulations and company policy
  • Serve as the I-9 Coordinator. Verify I-9 required documents, and ensure I-9 document is completed in a legal and timely manner
  • Stay current on any legal changes as it relates to the verification process and assists with the distribution of a variety of HR materials including legally required notices, pamphlets, and posters 
  • Assign and track required trainings for staff members via training platforms (i.e. Target Solutions and CPP Learning) 
  • Coordinate and ensure timely IT access for active and terminated employees with the university to include issuance of network accounts, proximity cards, Bronco ID numbers and CPP email accounts
  • Collaborates with University IT to develop and streamline the user access for ASI employees 
  • Coordinates exit interview process for all separations (off-boarding) and work in conjunction with payroll to arrange and ensure final paycheck requests are in compliance with legal regulations
  • Ensures separation forms are accurate and completed
  • Coordinate notice of IT access removal with the university for terminated employees

 HRIS (ADP current system):

  • Process staff personnel action requests into the Human Resources Information System (HRIS) including new hires, transfers, employment, pay rate changes, position changes, personal information changes, etc.
  • Ensure transactions are processed accurately and in a timely manner to meet payroll deadlines 
  • Review all student processed transactions for accuracy and compliance
  • Research, gather, analyze, and prepare data for a wide variety of reporting; utilizing the Human Resources Information System to extract data and compile a variety of reports including workforce and recruitment reporting
  • Provide recommendations on existing recruitment, onboarding, processes and services for compliance and efficiency 
  • Understand and interpret ASI policies and procedures for staff appointments including recruitment, employment, etc. 
  • Assist with the maintenance of ATS and Workforce Modules to provide prompt, personalized service to internal users and candidates
  • Assist with special projects as assigned by Director/Manager of Human Resources. 
  • Performs other duties as assigned

Applicant Tracking System (ATS):

  •              Optimize and streamline the ATS
  •            Provide analytical, technical and administrative support for the ATS 
  •               Make recommendations for improvement as necessary

Supervision: 

  • Supervise HR Technician Supervisor and provide ongoing guidance, constructive feedback, discipline, and accountable through performance evaluations for their respective duties 
  • Manage the recruitment, selection, training, scheduling, and development for HR Technicians within approved budget
  • Lead, motivate, engage, support, challenge and grow a team of HR Technicians

HR Administrative:

  • Serves as one of HR Department’s initial point of contact and responds to a variety of employee inquiries and requests for information in a timely and professional manner
  • Support the HR department with additional needs such as reporting, analysis, etc. 
  • Manage HR Boards on Monday.com to track status of employment related transactions
  • Ensure accurate reporting of employee information to the Employment Development Department (EDD)
  • Conduct and ensure student employment eligibility and FICA status via Tableau and communicate findings to Hiring Manager
  • Prepare and timely submission of department materials including disbursement requests, purchase orders, new hire materials, and employee name badges, updates and orders
  • Creates and maintains Standard Operating Procedures (SOPs) for recruitment materials and ATS
  • Assists with development and training materials/videos for all end users
  • Represents the Human Resources Department on ASI and campus committees as needed/requested


Requirements

QUALIFICATIONS

 Minimum

Education/Experience:

  • Bachelor’s degree from a four-year accredited college in Human Resources, communications, public administration, or closely related field or equivalent   
  • Minimum three years of experience working in clerical or administrative support in human resources 
  • One year of proven recruitment experience to include full recruitment processes, knowledge of job boards and social networks
  • One year full-time supervisory, mentoring or student advising/leadership experience 
  • One year of hands-on experience with Applicant Tracking Systems (ATS) and internal HR databases

Ability to:

  • Calmly handle all activities and highly confidential information with patience, discretion, excellent professional judgement, courtesy, and tact 
  • Communicate clearly and concisely, both orally and in writing 
  • Interact effectively with an ethnically diverse and culturally pluralistic student population, customers, campus community members, vendors, and the general public 
  • Work well independently as well as effectively within a team and collaborate with HR staff, department managers and employees 
  • Confidently share and discuss ideas, solutions, and suggestions with the common objective of selecting the best course of action 
  • To learn and welcome technological opportunities to enhance end user experience
  • Strong analytical skills with the ability to perform accurate, detailed work
  • Prioritize tasks, display initiative, and remain flexible in a changing environment
  • Follow instructions and accurately accomplish tasks in a timely manner to meet deadlines
  • Operate an office workstation, utilizing Microsoft Office software such as Word, Excel, Outlook, Access and PowerPoint and other associated professional HRIS 
  • Satisfactorily complete a background check (including a criminal records check)

Preferred

Education/Experience:

  • Two years of experience with job boards and HR software, databases and management systems
  • One year of experience in a University/College environment
  • One year of experience with ADP’s Applicant Tracking System, 
  • Experience with student employment in a university setting
  • Experience working with PeopleSoft, Tableau, E-Verify, Monday.com or comparable
  • Demonstrates intellectual curiosity with an aim toward continuous improvement, best practice, collaboration, integrity, and credibility

 POSITION SENSITIVITY

 Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.

 BACKGROUND CHECK

 Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which include a background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, which must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law. Failure to satisfactorily complete a background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

 PHYSICAL AND MENTAL DEMANDS 

 The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Physical Demands

While performing the duties of this position, employees are frequently required to sit, talk and hear; manual dexterity, eye-hand coordination and verbal communication; use of office equipment: telephones, calculator, copier and fax.  Must be able to walk, stand, bend, and lift up to 25 pounds.


Mental Demands

While performing the duties of this position, employees are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with ASI departments, staff, the public and others encountered in the course of the work.

MANDATED REPORTING REQUIREMENT

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108: 

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the following link for policy information. http://www.calstate.edu/EO/EO-1108.html

Job Information

  • Job ID: 64879817
  • Location:
    Pomona, California, United States
  • Position Title: Human Resources Specialist
  • Company Name For Job: Associated Students, Inc., Cal Poly Pomona
  • Industry: Education / Teaching / Administration
  • Job Function: Employment/Recruitment
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 3-5 Years
  • Required Travel: 0-10%
  • Salary: $53,079.00 - $59,524.00 (Yearly Salary)

Please refer to the company's website or job descriptions to learn more about them.

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