HR Assistant - 119826
#119826 HR AssistantExtended Deadline: Tue 12/6/2022
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 11/4/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/15/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Under direct supervision, applies professional HR concepts, policies and procedures in the completion of HR assignments that are of limited scope and impact. Receives instructions on most work assignments, and regularly consults with HR specialists in the course of completing increasingly complex assignments. Follows standard practices and procedures in analyzing HR situations or data from which answers can be readily obtained. Exercises some judgment within defined procedures and policies to determine appropriate action.
Under direct supervision of the Staff HR/AP Supervisor and in close partnership with the HR Generalists, the HR Assistant supports the HR team in the full cycle recruitment of undergraduate student employees and staff. Ensures key entries in UCPath are performed and supports new hire processing for student appointments, which includes utilizing Handshake to create student job descriptions, working with the Student Employment Office on hire approvals, and onboarding students into their position. Supports HR Generalists with staff hiring actions including updating databases (RSAS, VGS, ISD, Ecotime, UCPath, SIO People DB) and tracking staff appointments and required updates. Coordinates the timely completion of online onboarding for staff, students and on occasion GSRs, visitors and postdoc hires including requesting background checks and required paperwork, and conducting virtual onboarding meetings. Monitors on-going compliance to mandatory trainings and follow-up as requested.
With direction, provide guidance to supervisors and PI's on interview process and responsibilities. Liaises internally with supervisors and faculty as well as other campus departments to facilitate many unit-specific processes, such as undergraduate student employment, volunteer appointments, active and terminated personnel file management, and database maintenance. Under guidance of Staff HR/AP Supervisor and HR Generalists, incumbent will support the electronic organization of personnel files and cleanup of shared electronic drives. Supports HR team with affiliate appointments and partners with IT to ensure proper access. Serves as timekeeper processing monthly and bi-weekly timekeeping. Under direction, prepares and submits visa application, serves as liaison for visa applicants and IFSO. Performs other duties as assigned.
Bachelor's degree in related area and / or equivalent experience / training.
Ability to acquire knowledge of human resources policies and programs and organization policies and procedures. Familiarity with human resources administration. Ability to adapt to frequently changing policies and procedures. Ability to interpret policies and procedures relevant to represented and non-represented employees.
Basic knowledge of a human resources management system (HRMS), and / or other related business software programs and systems. In-depth knowledge of computer environments, including a variety of standard web and business- and research-related software such as MS Office Word, PowerPoint, Outlook, Access, and Excel, Adobe products, and internet search engines. Knowledge of and ability to use Web-based applications, with the ability and willingness to increase skills as needed to meet the demands of business.
Analytical skills to conduct analysis and develop recommendations; demonstrates organizational skills and problem-solving skills. Excellent organizational skills to juggle multiple recruitment, projects, and onboarding tasks simultaneously. Experience working in a high-volume and fast paced environment.
Acquiring knowledge of the organization's policies and procedures, and knowledge of functional area. Familiarity with standard business practices regarding recruitment and onboarding processes and procedures. Ability to maintain confidentiality of personnel records.
Demonstrated skills in communicating clearly and effectively verbally and in writing and in integrating information in the completion of assignments. Demonstrated strong written and communication skills to interact effectively with diverse groups of people at all levels in an environment with changing priorities and deadlines using diplomacy and tact. Demonstrated skill to define complex procedures and actions.
Ability to handle difficult or volatile situations / individuals effectively. Strong interpersonal skills with ability to develop and maintain good working relationships with employees, faculty, managers, supervisors and campus administrators. Skills in problem-solving andconflict resolution.
Demonstrated organization, problem solving, and communication skills. Ability to prioritize, follow through on tasks, pay attention to detail, handle multiple priorities, and complete work in a timely manner. Ability to respond to urgent requests and function well in a high-volume environment with frequent interruptions.
Ability to maintain strict confidentiality and use discretionary practices
Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.
Demonstrated ability to learn and work independently with a variety of computer applications and University information systems (UCPath, Cognos, Handshake, VGS, Ecotime, RSAS, ISD, etc.).
Ability to act independently and exercise sound judgment, with the acumen and sensitivity to identify those decisions and activities which require confidentiality and/or higher-level consultation and/or group collaboration.
- Job offer is contingent upon satisfactory clearance based on background check results.
- Occasional evenings and weekends may 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).
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
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.