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Confidential Office Support I (HR Coordinator), Office of Human Resources

Company: The California State University
Location: San Marcos
Posted on: April 3, 2021

Job Description:

Job Title:
Confidential Office Support I (HR Coordinator), Office of Human Resources Description:
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.

MAJOR RESPONSIBILITIES:
%OF TIME
1. Administrative and Project Support for HR and OHR Management Team 100%

LIST OF DUTIES FOR EACH MAJOR RESPONSIBILITY:

1. Administrative and Project Support for HR and OHR Management Team
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 needs.

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 personnel actions.
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 employee organizations.

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 Orientation sessions.

l. Provides back-up-support for other HR operations as needed.

PROVIDES LEAD DIRECTION OF OTHERS:

N/A

REQUIREMENTS OF POSITION:

1. List education and experience required.
a. Two years of progressively responsible administrative support experience or equivalent combination of education and experience

Preferred:
a. Experience providing confidential administrative support in a HR Office
b. Experience with PeopleSoft software
---
2. List knowledge, skills, and abilities required for this position.
a. Thorough knowledge of office methods, procedures and practices.
b. Ability to analyze and resolve office administrative and procedural issues.
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 customers.
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 policies, procedures.
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 interruptions.
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 and situations.
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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