Confidential Office Support I (HR Coordinator), Office of Human Resources
Company: The California State University
Location: San Marcos
Posted on: April 3, 2021
Confidential Office Support I (HR Coordinator), Office of Human
PURPOSE OF POSITION:
Under the general direction of the Associate Director of Human
Resources (HR) and lead direction of the HR Operations Specialist,
the HR Coordinator provides confidential administrative support to
the Office of HR. The incumbent will perform a variety of
administrative functions within HR, including daily HR front office
and employee sign-in coordination, scheduling confidential meetings
related to labor-management, maintaining confidential files,
processing union release time request, providing operational
support for the employee evaluation process, and coordinating the
logistics for required campus training and compliance programs.
1. Administrative and Project Support for HR and OHR Management
LIST OF DUTIES FOR EACH MAJOR RESPONSIBILITY:
1. Administrative and Project Support for HR and OHR Management
a. Coordinates day-to-day front desk reception and operations for
HR. Makes recommendations for and implements procedures and systems
to ensure smooth front office operations. Maintains process guides
for internal front desk procedures.
b. Coordinates employee sign-in processes, ensuring that all new
employees complete required documents within legal timelines.
Serves as subject matter expert on issues related to sign-in
processes, completion of I-9 forms, etc., providing guidance to
front desk students and responding to questions from employees and
others as needed. Ensures that all sign-in documents such as the
I-9 form and confidentiality forms are complete, accurate, and are
maintained in accordance with federal, state, or CSU regulations.
Perform periodic audits of I-9 forms to ensure compliance. Ensures
that sign-in documents are updated in response to changes in laws
or CSU policies.
c. Receives and screens confidential and sensitive communications
including telephone calls and e-mail messages. Uses independent
judgment to determine those that require priority attention;
prioritizes and facilitates communication. Ensures that all
confidential correspondence and documents, including legal
documents, are complete, timely filed, and include appropriate
proof of service/delivery.
d. Schedules and coordinates departmental, committee, and highly
sensitive and confidential meetings with investigators, managers,
and employees as needed. Schedules and coordinates meetings and
hearings related to labor-management meetings, grievances,
arbitrations, mediations, meet and confer sessions, settlement
meetings, disciplinary hearings, investigations, etc.; coordinates
logistics and payments associated with hearings (arbitration
payments; transcripts). Plans for pre-meeting preparation
e. Sets up and maintains confidential files for investigations,
complaints, disciplines, unfair labor practices, union requests for
information, and DFEH/EEOC issues. Ensures confidentiality of all
f. Accesses employee relations data and assists in the preparation
of information related to the determination and implementation of
management guidance in labor relations. Receives and transmits
reports, papers or other general and sensitive/confidential
correspondence that relates to the negotiations process with
g. Coordinates and processes requests for union release time;
maintains up-to-date lists of campus union officers and stewards;
confirms employee eligibility for union release time; sends
requests to appropriate administrator upon receipt; conveys
responses to employee and tracks usage of release time, preparing
reports as requested. Maintains system for tracking reimbursable
union release time; ensures that invoices are sent to unions and
the university receives timely reimbursement.
h. Provides operational support for annual and probationary
performance evaluation processes for non-faculty employees.
Prepares and disseminates campus notifications; documents receipt
and reviews evaluations received for accuracy (correct forms,
dates, bargaining unit information, job title, department name,
etc.) and completeness using established guidelines. Follows-up
with campus managers as needed to address discrepancies. Ensures
that evaluations are timely received, correctly filed in personnel
files, and data entered into PeopleSoft. Provides probationary
evaluation schedules and reminders to hiring managers prior to due
dates, ensuring that all evaluations are received. Prepares and
distributes reports of evaluations received or missing for
distribution to campus managers and executives; prepares metrics on
ratings distribution, etc.
i. Coordinates logistics for mandatory CSU training programs.
j. Coordinates logistics for Conflict of Interest (COI) Program and
Outside Employment reporting, including but not limited to:
reviewing positions designated as COI filers and submitting
position titles to the Chancellor's Office; sending out annual Form
700 and reminders of deadline dates to designated COI positions;
tracking and maintaining records; coordinating and assigning COI
training through campus learning management system.
k. Coordinates logistics for and facilitates monthly New Employee
l. Provides back-up-support for other HR operations as needed.
PROVIDES LEAD DIRECTION OF OTHERS:
REQUIREMENTS OF POSITION:
1. List education and experience required.
a. Two years of progressively responsible administrative support
experience or equivalent combination of education and
a. Experience providing confidential administrative support in a HR
b. Experience with PeopleSoft software
2. List knowledge, skills, and abilities required for this
a. Thorough knowledge of office methods, procedures and
b. Ability to analyze and resolve office administrative and
c. Thorough mastery of proper English usage, spelling, grammar,
punctuation and document formatting in order to independently
prepare correspondence and campus communications.
d. Demonstrated ability to provide exemplary customer service, both
in person and over the telephone.
e. Strong interpersonal skills.
f. Ability to interact effectively with individuals from diverse
backgrounds including ability to maintain calm, professional,
cooperative working relationships with internal and external
g. Excellent organizational skills; ability to work effectively in
a fast-paced office and to independently manage multiple
assignments, coordinate projects, set priorities, meet deadlines
and follow up on assignments with minimal direction.
h. Ability to take initiative, use judgment and discretion in
resolving problems and making independent decisions.
i. Strong computer skills and proficiency in MS Office, including
Word, Excel, PowerPoint, Access, and Outlook. Working knowledge of
PeopleSoft HR is strongly preferred.
j. Ability to learn, interpret, implement, and communicate
k. Working knowledge of procurement procedures preferred.
l. Excellent verbal and strong written communication skills to
receive and convey information.
m. Ability to make appropriate judgments and apply course of action
while providing leadership within the unit.
n. Ability to work effectively under pressure;
o. Ability to accurately complete a large volume of work in a
fast-paced environment with competing demands and
p. Ability to investigate and analyze problems with broad
implications through effectively anticipating and resolving
problems in a proactive manner.
q. Ability to handle highly sensitive and confidential documents
r. Reliability and ability to maintain regular work schedule.
s. Must be vibrant, patient, friendly, helpful, and professional in
a fast-paced office.
3. List machines, tools, equipment, and motor vehicles used in the
performance of the duties
a. Standard office equipment (copiers, fax machine, multi-line
telephone, printers, TDD telephone, scanners, adding machine)
b. Computers and software
4. Unique working conditions
a. Must be able to handle and process confidential and highly
sensitive documents accordingly.
b. Must be able to work with frequent interruptions.
c. May be required to work flexible hours on occasion to coordinate
hearings and events, etc.
d. May be required to sit for extended periods of time.
1. Other Employment Requirements
a. This position is subject to a background check including, but
not limited to, employment verification, education verification,
reference checks and criminal record checks. Failure to
satisfactorily complete the background check may affect the
application status of applicants or continued employment of current
CSU employees who apply for the position
b. Must participate in required campus trainings including, but not
limited to, Information Security Awareness Training and CSU's
Sexual Misconduct Prevention Program
California State University
Office of the Chancellor
Keywords: The California State University, San Marcos , Confidential Office Support I (HR Coordinator), Office of Human Resources, Human Resources , San Marcos, California
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