California State University, Office of the Chancellor Looking for Human Resources Administrative Assistant (529697) at Chiasson Office, New Brunswick, Canada Full Time

Description

Chancellor’s Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Human Resources Administrative Assistant. The CSU Chancellor’s Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation’s largest and most diverse system of higher education. The CSU Chancellor’s Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The salary range for this classification is $3,547 to $6,081 per month.

The anticipated salary hiring range is up to $4,167 per month, commensurate with qualifications and experience.

Classification

Confidential Office Support II

Position Information

The California State University, Office of the Chancellor, is seeking a Human Resources Administrative Assistant to provide front office/phone coverage for Chancellor’s Office Human Resources (COHR); administer the rideshare and separation processes, and provide administrative support to the Associate Vice Chancellor and Chief of Staff for Human Resources and HR Managers, including but not limited to, preparing correspondence, preparing and sending out mailings, coordinating travel arrangements and reimbursements, maintaining and ordering office supplies, assisting with employee programs, and other support as needed.

Responsibilities

Under the general direction of the Senior Manager, Human Resources, the Human Resources Administrative Assistant will perform duties as outlined below:

Front Desk Reception

• Greet and direct employees or visitors when they come to the reception desk in COHR.
• Responsible for primary front desk and phone coverage and coordinating with the administrative support team when on breaks and with planned absences.
• Answer main line and route calls to department personnel as appropriate and respond to COHR questions regarding recruitment and other COHR procedures and HR programs.
• Assist with reception duties, answer COHR mainline, make photocopies, file documents as requested.
• Review and confirm employee submitted forms have all required signatures and are filled out completely and correctly.
• Oversee and assist employees with registration and navigation to Perks at Work discount website page.

New Hire/Onboarding

• Prepare new hire personnel files before employees first day.
• Prepare new hire gifts and monitor inventory.
• Coordinate to ensure welcome note from Chancellor is picked up.

Personnel Files

• Copy personnel files and other documents as requested.
• Maintain personnel files including organizing and archiving separated employee files and filing electronic and physical documents in the personnel files.
• Maintain spreadsheets of COHR files and purge dates.
• Assist with closing out separation files to include pulling the 1-9 form from the binder, printing the separation checklist and creating a file label with date of destruction and file with separated files.
• Sort and distribute mail twice a day and prepare and send out mailings.
• Assist with preparing packages and letters to be mailed/FedEx when needed.

General Administrative Support

• Provide assistance and schedule meetings, and reserve conference rooms as requested.
• Assist with planning, scheduling, and calendar updates for COHR activities, birthdays and events.
• Provide administrative support as assigned and for special projects.
• Maintain inventory and order office supplies.
• Edit and prepare final correspondence, agreements and memoranda as well as confidential actions related to employment, formal discipline notices and collective bargaining/grievance processing.
• Prepare Annual Whistleblower compliance email notification for review and ensure all annual compliance requirements are met.
• Assist with distribution of checks that come in throughout the month for immediate positive pay employee paychecks. Responsible for the distribution of master monthly paychecks to employees. May assist with sorting as a backup.
• Preparation of annual payroll calendar, including route for review, work with Payroll & Communications departments on final document. Distribute and post to Payroll Calendar website.
• Arrange and confirm all travel arrangements, prepare itineraries, expense claims and track reimbursements for department staff members. Ensure staff are up-to-date on CSU travel policy and expense reporting. Process and track Release Time requests. Process invoices for reimbursable Release Time requests.
• Support the Outside Employment Disclosure process. Check inbox for forms and track Annual, New Hire and Accepted Outside Employment Forms.
• Provide administrative support to Recruiters as needed to include Internet/Google searches for candidates, and fielding calls to the recruiters, etc.
• Provide back up support for PeopleSoft data entry duties including but not limited to processing special consultant pay.
• Cross train with other members of the Chancellor’s Office Human Resources team in order to assist during peak service periods and serve as a back-up.

Separation Process

• Administer the online separation process for employees that are separating from the CSUCO from beginning to end of the process to include initiating the online separation record, monitoring the process until the employee separation record is complete, the employee receives final payment, and the personnel file can be closed.

Rideshare Program

Administer The Rideshare Program To Include The Following

• Monitor the Rideshare e-mail inbox on a daily basis.
• Receive and process the Rideshare Commuter Agreement Request forms to include reviewing and approving forms to join the Rideshare program.
• Receive and process Rideshare Tracking Forms to include checking dates on forms and review for approval and ensure that carpool and vanpool participant forms are reviewed and audited for accuracy.
• Process Rideshare Gift Card Redemption Requests to include processing email requests to redeem rideshare points for gift cards.
• Verify Rideshare Tax Report to include verification of the monthly report which is received via email from CSULB, ensure the list of employees and points are audited against the receipts of the gift cards on a monthly basis.
• Review and approve the Rideshare Reimbursement Forms, and provide forms and receipts to Accounting, and enter all reimbursements in tracking log.
• Responsible to award a Rideshare Monthly Winner to include drawing a winner from the tracking forms on a monthly basis.

Qualifications

• Minimum of 3 years of professional administrative support experience preferably in a Human Resources department or equivalent combination of education and related experience. Bachelor’s degree in Human Resources, Public Administration, or a related area is preferred. CSU Chancellor’s Office work experience preferred. Front office or phone coverage experience a plus.
• This position requires a highly motivated, high energy, team player who enjoys interacting with the public and is comfortable interacting with all levels of management and staff; excellent written and interpersonal communication and strong customer service skills; outstanding organizational skills and attention to detail; independently applying judgment to solve problems and developing practicable and thorough solutions; demonstrated ability to handle confidential and sensitive information; strong proofreading and editing skills; demonstrated ability to independently handle multiple tasks simultaneously, set priorities and meet deadlines in a fast paced environment with rapidly changing priorities; and proficiency with computer applications to include Microsoft Word and Excel. Knowledge of the Internet, experience with PeopleSoft (HR and eRecruit modules) is preferred.
• This position is the primary coverage for COHR and must be available to work in-person.

Must Be Able To

• Follow-through and complete tasks with minimal supervision.
• Distinguish between high and low priorities.
• Coordinate multiple tasks simultaneously.
• Demonstrate initiative.
• Demonstrate good judgment.
• Demonstrate punctuality.

Preferred Qualifications

• Working knowledge of PeopleSoft HRIS applications.
• Working knowledge of the Internet.
• Working knowledge of SharePoint.

Application Period

Priority consideration will be given to candidates who apply by July 14, 2023. Applications will be accepted until the job posting is removed.

How To Apply

Please click “Apply Now” to complete the California State University, Chancellor’s Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)’ in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Background

The Chancellor’s Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.