Req No: 2024-16763 Category: Administrative/Clerical Type: Full-Time Central Staff Salary: $22.00 - $24.72 per hour Close Date:
This position is open until filled with an initial application review to take place after February 23, 2024.
This position works a hybrid in-office schedule, generally a minimum of two days in the office per week, with initial training conducted in-office. Additionally, candidate must live within a commutable distance to SDSU.
The salary range for this position is ($22.00 - $24.72) depending upon qualifications and internal equities and is non-negotiable.
The Human Resources department provides a full range of personnel services to approximately 175 central staff employees, eight hundred regular salaried employees, and up to five thousand temporary employees per year. Areas of responsibility includes development and application of personnel policies and procedures, employee relations, fringe benefits, compensation administration, computerized personnel/payroll system, staffing, and affirmative action. Employees of Human Resources participate as active members in various groups and committees dealing with various specific and broad management problems confronting SDSU Research Foundation. The Human Resources staff is expected to develop and use innovative approaches, techniques, and procedures to provide more effective and responsive services to Project Directors and other SDSU Research Foundation managers and staff.
Under the supervision of the HR Manager, the Administrative Support Assistant is responsible for coordinating a variety of administrative and clerical functions in the Human Resources department to meet established deadlines, complete assignments, and support the strategic direction of the department. This position will be responsible for assisting with the recruitment and onboarding process, responding to general HR inquiries, and performing tasks in support of the entire HR department.
Responsibilities Under the direct supervision of the HR Manager, the Administrative Assistant is responsible for but not limited to:
RECRUITMENT PROCESSING AND ONBOARDING SUPPORT 40%
Provides administrative support and works closely with the Recruitment Team to ensure new hires are processed timely and accurately. Responsible for providing support to onboarding new hires; processes and reviews documentation for form I-9 employment eligibility; processes DOJ fingerprint clearance data and records information, notifies department supervisor once cleared; follows up with Associate Director for higher-level clearance issues; inputs employee information into the E-Verify system following DHS guidelines; follow up with employees requiring E-Verification and with non-confirmation status; inputs employee information into VC system to ensure compliance; manages the DMV Pull Notice Program including employee designation, sign-up, program information dissemination, annual insurance review and defensive driving policies and training. Assists with scheduling candidates for interviews and coordinates, schedules, and communicates with new hires on new employee orientation and other onboarding tasks through the applicant tracking system, iCIMS; processes appointment requests.
CUSTOMER SERVICE SUPPORT (40%)
Greet customers in person and through the virtual front desk, answers general questions; provides assistance to applicants with questions relating to the online application system; provides support and responds to inquiries from customers via phone and email; distributes department mail and other incoming documents; responsible for responding to employment verifications, including responding to EDD Claims and PSLF requests; performs administrative tasks such as calendar management, scheduling meetings, composing, and preparing emails, documents, and correspondences, often of a confidential manner.
OTHER HR ADMINSTRATIVE SUPPORT 15%
Provides administrative support and works closely with the Benefits and Transactions Teams; communicates and collaborates with teams to ensure new hires receive timely and accurate information regarding orientation and enrolling in benefits; ensures offboarding employees receive timely and accurate information about benefits ending; uploads documents ensuring accuracy in maintaining the confidential electronic personnel files through the Etrieve system; tracks employee compliance of required training programs through the CSU Learn system; coordinates the retrieval and preparation of files for department audits throughout the year; assists with the Staff Award Recognition program, researching and maintaining anniversary date information and coordinating information with SDSU CHR for all University Staff Award Celebrations. Supports the development, drafting, and editing of HR procedures, Employee Handbooks, Annual Notifications, and the like. Prepares and sends mass email notifications as requested.
OTHER DUTIES AND RESPONSIBILITES AS ASSIGNED 5%
Performs special projects as needed; assists with other HR tasks as needed; attends trainings and meetings as needed.
High school diploma or equivalent
Previous experience in an office or administrative environment
Preferred Qualifications and Special Skills
Bachelors degree in human resources, business administration, or related
Previous experience providing support in a Human Resources department
Previous experience with onboarding and working with recruitment/applicant tracking systems
Experience working with E-Verify, 1-9 Verification, and background check systems
Experience with Banner system or similar HRIS
Knowledge, Skills, and Abilities
Knowledge of HR policies and procedures
Ability to be customer-focused, flexible, dependable, and possess strong interpersonal skills
Ability to respond to routine inquiries and explain standard policies and procedures to others
Ability to manage extremely sensitive and confidential information and documents
Knowledge of and ability to operate standard office equipment such as a computer, multi-phone line, copy machine, and fax machine
Ability to effectively use Word, Excel, and PowerPoint to create reports, memos, and documents
Ability to draft and compose correspondence, standard reports, and spreadsheets
Knowledge of and appropriate application of English grammar, spelling, and punctuation in all HR communication
Ability to display flexibility, adjust to changing priorities, and manage multiple interruptions
Ability to complete high volumes of tasks and projects using good judgment and time management skills to plan, prioritize, and organize work to meet deadlines
Interact effectively with co-workers, Central Staff, Project Staff, PIs, Executive Management, and campus employees
Ability to think quickly and react calmly with appropriate urgency to situations and in adverse conditions
Ability to apply independent judgment, discretion, and initiative to identify and address problems, propose solutions, and refer more complex problems to appropriate staff
Ability to be well organized, detail oriented, initiative-taking, and resourceful
Ability to learn, interpret, and communicate SDSU Research Foundation policies, procedures, regulations, and instructions effectively, both orally and in writing
Ability to learn applicable University and Project infrastructures, policies, and procedures
Ability to learn SDSU Research Foundation systems such as Ellucian Banner and iCIMS
Understand and follow posted work rules and procedures
Ability to relate well with others within the Human Resources environment
Demonstrate an elevated level of cross-cultural sensitivity
ADDITIONAL APPLICANT INFORMATION:
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation
San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer
Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.