DESCRIPTION

The Division of Extended Studies (DES) at UC San Diego is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, DES employs more than 1,000 active by-agreement instructors.

DES operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capability. DES also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. DES supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, DES operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

As of Fall 2020, the University has assumed ownership of a major downtown center for which DES is taking full financial and programming responsibility. The 66,000-square-foot building will support a rich mix of campus-based and community programs reflecting the teaching, research and public service mission of UC San Diego: classroom instruction, continuing education, arts and cultural performances, civic events and collaborative community projects.

Under the supervision of the HR Manager, the HR Specialist is responsible for human resources functions including employee relations, labor relations, performance management and evaluations, staff development, training compliance, flexible work arrangements, payroll/timekeeping, benefit administration, and leaves of absence. Provides advice using expertise and analytical skills to resolve moderate level problems or issues. Serves as liaison with central HR staff on the above functional areas as needed.

Serves as the primary contact for all DES employees regarding medical accommodations, ergonomics and leaves of absence, including medical leave, personal leave, and worker's comp leave. Advises employees regarding applicable policies and procedures, federal/state/University requirements, FML eligibility/protections, disability, effects on UC sponsored insurance plans, compensation, and return to work.

Develops HR best practices to support employee staff development and is responsible for ensuring DES staff training compliance. Serves as the primary contact for biweekly and monthly staff payroll and timekeeping. Serves as the DES benefits contact, advising DES employees on health and welfare insurance plans including medical, dental, vision, and healthcare reimbursement plans. Advocates for employees to resolve complex benefit situations with UCPath, in collaboration with campus resources. During open enrollment periods, promotes benefits and educates others on benefits options and choices. Provides interpretation on policies relating to Benefits and Compensation administration. Participate in DES HR process improvement, and policy review/development.

• This position offers a hybrid (remote/on-site) work arrangement. This position is at Extension's Campus on Villa La Jolla Dr. location. No parking fees.

• A cover letter is optional, but strongly encouraged.

QUALIFICATIONS

• At least 2 years serving as an HR generalist, or an equivalent combination of education and experience.

• Knowledge of, and experience with, all aspects of human resource functions and various personnel programs, policies and procedures including payroll, performance management, employee relations, benefits, and training/development for represented and non-represented employees. Proven ability to interpret policies to employees.

  *Demonstrated ability advising on employee relations/labor relations issues. Demonstrated ability to guide supervisors and staff on corrective action/discipline and conflict resolution techniques. Demonstrated political acumen and initiative to exercise excellent judgment, tact and diplomacy in handling highly confidential and sensitive matters.

• Demonstrated ability in accurately and thoroughly documenting employee relations/labor relations/performance issues and drafting formal memos. Proficient in communicating clearly and effectively verbally and in writing and in integrating information in the completion of assignments. Excellent written communication skills with a demonstrated ability to write concisely, persuasively, and to clearly summarize information. Excellent skill proofreading documents for accuracy, clarity, grammar, syntax, and continuity.

• Demonstrated knowledge of health and welfare benefits, leaves of absence, ergonomics, and legal requirements of Family Medical Leave, California Family Rights Act, and Affordable Care act, to advise, train and function as departmental expert in this area.

• Demonstrated experience and knowledge of payroll and timekeeping practices and procedures. Knowledge and experience with wage and hour laws, and other laws and regulations relating to employment, compensation, collective bargaining, discrimination, harassment, retaliation, EEO/AA and FLSA.

• Demonstrated experience managing the full scope of performance management and evaluation cycle. Experience providing advice to leadership, supervisors, and employees on performance issues/concerns as well process and policy information.

• Ability to identify and assess training needs for individual employees and groups. Ability to produce comprehensive training programs based on training needs. Knowledge of staff development and resources. Experience developing, implementing, administering, and assessing training programs and development activities.

• Strong demonstrated ability and knowledge of personal computer platforms and software tools such as Microsoft Excel (pivot tables), Word, Visio and Outlook, and Adobe/PDF to create documents such as letters, memos spreadsheets, org charts, fillable forms, and reports to streamline work for effectiveness and efficiency.

• Detail-oriented, excellent organizational skills and ability to multi-task and process high volume of work. Extensive experience to independently plan, organize, and prioritize daily operations and projects in order to meet rigid deadlines with often changing priorities.

• Ability to self-initiate and to work and act independently and prioritize job functions and demonstrate flexibility to meet deadlines in a high volume work environment and insure smooth workflow. Ability to function as a team member keeping various staff informed as required.

• Analytical skills to conduct analysis and develop recommendations; demonstrates organizational skills and problem-solving skills. Has working knowledge of other areas of HR.

• Knowledge of organizational policies and procedures and knowledge of functional area.

• Basic knowledge of human resources policies and programs, and how they affect other organizational policies and procedures.

• Knowledge of a human resources management system (HRMS), and/or other related business software programs and systems.

• Proficient in communicating clearly and effectively verbally and in writing and in integrating information in the completion of assignments.

• Demonstrated ability to handle difficult or volatile situations/individuals effectively.

• Strong demonstrated ability to establish and maintain cooperative working relationships with co-workers, managers, and campus departments.

SPECIAL CONDITIONS

• Background check is required for this position.

• Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.