Job Description

Payroll Title:
BLANK AST 3
Department:
EXTENSION
Hiring Salary Range
$24.68 - $26.39 /hour
Worksite:
Other
Appointment Type:
Career
Appointment Percent:
100%%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#112824 Human Resources Coordinator

Extended Review Date: Mon 1/10/2022

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 11/09/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/18/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

For a complete application please include a Cover Letter.

DESCRIPTION

DEPARTMENT OVERVIEW

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.

POSITION OVERVIEW

Under the supervision of the HR Manager, provide HR administrative support pertaining to administration of personnel and by-agreement matters for the Division of Extended Studies HR department. The incumbent provides assistance in all aspects of human resources activities as necessary, such as performing payroll/timekeeping functions; conducting a high volume of non-benefit employment orientations (staff and instructor); coordinating the onboarding and off-boarding processes for employees; preparing of pertinent employment forms and letters; preparing status/tracking reports; maintaining the departmental email inbox; tracking of mandatory staff training and completion process; processing monthly work authorization report; delegating work to the HR student employees; providing general admin/office support such as ordering supplies; maintaining HR's personnel database and Excel tracking sheets; and compiling files.

QUALIFICATIONS

  • Experience implementing policies and procedures as they relate to areas of human resources, including but not limited to, employment, onboarding (orientations), off-boarding, classification/compensation, and visas/work authorization.

  • Experience performing hourly and monthly payroll/timekeeping functions in a large, complex academic or business setting. Experience analyzing complex pay records, personnel forms, and payroll time records to initiate payments and prepare reports.

  • Experience drafting letters, email templates, and other documents from scratch. Experience identifying typographical and other errors when proofreading materials for distribution. Excellent written communication skills in English, with an ability to phrase all communication with clarity, brevity, and elegance. Grammar, spelling, and punctuation must be correct and attention to detail in the content is essential, as is the judgment to use an appropriate tone and a courteous manner.

  • Strong HR office administration experience including, drafting all types of employment paperwork, scheduling meetings/orientations, providing excellent customer service and timely responses to emails and phone calls, ordering office supplies, maintaining electronic and paper files.

  • Skill using standard business software applications: word processing (e.g. Microsoft Word), spreadsheet (e.g. Excel), communications and scheduling (e.g. Outlook), with the ability to expand and update skills as needed. Strong experience using Microsoft Outlook to schedule meetings and orientations. Experience using MS Access and Visio. Experience creating fillable forms using Adobe.

  • Superior organizational skills, including the skills to independently organize and effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed. Must be able to delegate work to student staff members in order to successfully maintain high workload.

  • Superior interpersonal skills, including the desire and ability to interact effectively and collegially with a diverse group of individuals from varying cultures, ethnicities, and backgrounds; the skill to use tact and diplomacy to accomplish tasks in a timely fashion; the skill to see situations/issues from others' viewpoints; and the ability to act professionally at all times.

  • Strong ability to pay attention to detail and to produce accurate and timely work despite frequent interruptions. Includes the ability to identify typographical and other errors when proofreading materials.

  • Excellent math skills to perform payroll calculations and to calculate percentages. Knowledge of payroll accounting procedures.

  • Proven ability to interact constructively with academics, staff, and students, exercising tact, diplomacy and flexibility.

  • Confident presentation skills for group sign-up sessions, informational talks, reports, Q & A sessions, and any other purpose.

  • Ability to calculate calculations for retro-salary equity increases, reclassifications, and administrative stipends.

SPECIAL CONDITIONS

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

  • The incumbent must be sufficiently mobile to attend meetings, interviews, and to collect/deliver documents from/to locations on and around the UCSD campus, Extension facilities, and providers in the San Diego area.

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.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details


Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.

Application Instructions

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