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Job Summary The Senior Human Resources Compliance Specialist is an integral member of the Caltech human resources (HR) team. In partnership with HR leadership, the HR Compliance Specialist ensures the execution of HR compliance obligations and programs. The ideal candidate has experience in managing policies and programs to maintain compliance with all federal, state and local employment laws. The HR Compliance Specialist will have proven ability to interface and influence employees and managers at all levels of the Institute to ensure HR compliance standards are upheld.
The Senior HR Compliance Specialist is a skilled and detail-oriented project manager with strong organizational skills and a passion to utilize technology to support HR-related processes. The ideal candidate is current on the dynamic labor regulatory landscape and possesses the knowledge to identify and take action on compliance issues as needed.
Partner with HR leadership to communicate the requirements associated with all applicable HR-related legal/regulatory and compliance programs.
Stay well-informed on all employee-related legislative and regulatory changes and/or developments. Ensure changes to rules and regulations are restructured within HR systems, policies, and practices.
In collaboration with the Office of the General Counsel (OGC), research changes in laws and regulations and consult with the legal team to analyze their impact on the Institute and communicate findings to stakeholders.
Ensure all required training and related obligations are met such as Prevention of Unlawful Harassment, Title IX, Mandated Reporter, etc. which may include partnering with an outside vendor to create and implement content, track completion records, and other appropriate data.
Ensure all annual reporting obligations are fulfilled.
Partner with the HR Systems Analyst and consultant to develop the campus Affirmative Action Plan (AAP), provide guidance to managers to ensure required activities are fulfilled and track progress of programs.
Partner with Audit Services & Institute Compliance (ASIC) on all HR audit related matters including audits and compliance reviews.
In consultation with ASIC, ensure all required compliance posters (state, federal, etc.) are displayed in company buildings and virtual platforms as appropriate.
Provide training and guidance to employees on compliance-related issues;
it is important that applicants are able convey information both orally and in writing to employees, senior-level HR professionals, and other key stakeholders
Audit human resources related training materials for compliance to policies, procedures, and data privacy.
Ensure employee (faculty, staff, and postdocs) compliance for completion of all HR managed mandated training.
In consultation with HR leadership, lead data privacy reviews for HR projects, processes, and tools through analysis, and proactively ensure HR projects, tools, surveys, and processes adhere to Data Privacy guidelines, policies, and regulations.
Maintain lists of all active, ongoing, or periodic compliance requirements for HR units to ensure timely responses and/or scheduling of projects. Partner with appropriate HR owner to strategize approach.
Lead regular policy review committees for all personnel memoranda; work with all relevant stakeholders for approval.
Other duties as assigned.
SHRM, PHR, or SPHR certification.
4+ years Human Resources compliance experience.
In depth knowledge of California and federal employment law and regulatory requirements.
Experience in an HRIS environment with overall technical proficiency.
Robust data analytic skills with a proven track record of analyzing seemingly disparate data to understand patterns an inform decisions.
Strong knowledge of compliance requirements for federal contractors.
Ability to work independently and as part of a larger, cross-functional team.
Knowledge of labor and employment practices.
Strong project management experience.
Strong oral and written communication skills.
Excellent follow through, attention to detail, and focus on accuracy.
Ability to analyze complex policies, regulations, or other requirements, and make recommendations
Extensive knowledge in compliance, policy or auditing.
Ability to partner well with stakeholders and influence others.
Comfort with ambiguity and ability to bring complex issues to resolution and work to achieve results.
Proficiency in Office 365.
Previous experience in higher education environment
SHRM-CA certification; familiarity with California labor regulatory environment
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.