Type of Appointment: Full Time, Probationary
Job Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $3,879 - $4,583 per month
Work Schedule: Monday-Friday 8:00am - 5:00pm
THE DEPARTMENT:
Employee and Organizational Development and Advancement/ Human Resources is comprised of: Talent Acquisition, Compensation & Classification, Learning and Organizational Development, Payroll, Benefits Services, Workers' Compensation, HR Customer Service Center and Employee & Labor Relations teams. The Human Resources Customer Service Center (HRS CSC) is the central information unit and supports these areas. The Human Resources Customer Service Center provides the campus community with readily available pay, benefits, employment, and general employee information. HR CSC staff are responsible for reviewing benefits enrollment and supporting documentation, providing general benefits information, providing general payroll support, coordinating, and supporting employee/labor relations performance evaluation process and providing general office and reception duties. The HR Ops CSC provides faculty, staff, and student employees with general information regarding University policies, procedures, guidelines, and practices and/or will refer them to internal resources who specialize in these areas. They assist with onboarding for new faculty, lecturer, teaching/grad associate and student assistant employees with completion of new hire packages, verify employment eligibility and clearance process. The HR CSC works closely with all areas of the department and is considered a key partner in providing campus-wide services.
DUTIES AND RESPONSIBILITIES:
Customer Service:
- Activity in categories varies depending upon start/end of semesters, and in between.
- Frequently called to answer general and specific questions regarding employment procedures and current job openings, in addition to general campus information.
- Must be familiar with all state-side campus job openings and familiar with other campus employers' job openings as reference.
- Updates the Employment Opportunity books with current job listings from outside agencies on a regular basis.
General (continuous):
- Assists employees with miscellaneous inquiries, identifies the proper forms and/or procedures. Assists with changes in personal and withholding information, direct deposit enrollment and changes, catastrophic leave donations, and California Public Employees' Retirement System beneficiary changes.
- Explains general and specific HR policies and procedures to the campus community and general public. Answers routine questions regarding benefits and life insurance beneficiary change requests; benefits open enrollment; verifies changes in employee information; and obtains the employee's signature. Distributes provider lists, claim forms, miscellaneous other forms, and coverage booklets as needed/requested.
- New Hires for multiple employment types: Performs administrative, technical & analytical functions related to new hires for faculty, lecturers, teaching/grad associates, instructional student assistants, and student assistants with the new hire process. Ensures that the proper forms are used and completed depending on the employment type.
- Verifies employee eligibility to work, initiates the I-9 process, explains campus procedures and policies, benefits, and pay information. While hiring occurs year-round, the start and end of each semester find heavy periods of activity.
- New hire sign-ups require meticulous attention to detail. Analyzing tracking multiple reports to help track the new hires flow through various EODA departments' processes to be able to provide follow-up to requesting campus departments.
Special New Hire Analysis & Processing
- Performs similar processing as above, but special attention is given to assisting foreign national (Nonresident and Resident Alien, aka NRA) employees with simple to complex documents needed for the sign-up process. Verifies that the employee has the proper documentation that allows them the ability to work in the United States.
- Inputs NRA employees into the online tax system. Scan copies of Visa and related documentation to the share folder to provide the Non-Resident Alien Tax Specialist in Finance and Administrative Services access to retrieve. Coordinate with Payroll's team large group student hiring sessions (i.e. Commencement, Orientation Services, and Housing).
- This includes organizing resources, coordinating team members' schedules, and conducting large group sessions for newly: hired student assistants and lecturers to assist them with their signup process. Employment Verifications: Responds to numerous written and phone inquiries for employment verifications.
- Paycheck Processing: Clearances - Ensures that all steps and procedures are followed when clearing or separating employees. Ability to handle with kindness, courtesy, speed, and accuracy. Assists separating faculty, staff, and administrators by providing them with clearance forms and instructions about the process and the disposition of the retirement funds and final pay. Issue final settlement check when clearance is complete.
Special Check Processes
- Releases checks for special disbursements, open salary advances, holding for clearance, and mails checks as requested, etc. Performance Evaluation primary review: Review and track incoming performance evaluations for any ratings or dates that would need to be brought to the attention of the Employee/Labor Relations manager, utilizing PeopleSoft to enter accurate data of upcoming performance evaluations which is used to communication to HEERA managers by Employee/Labor Relations.
- Research and analyze performance evaluation frequency for requested departments by using various bargaining units' rules, to determine future dates.
Document Imaging and Analysis
- Provides support and analysis for the document imaging process and workflows. Verifies scanned images in OnBase for accuracy and clarity. Evaluate and troubleshoot image processing errors to determine the need to elevate to team lead or IT OnBase support. Make recommendations for image processing to the team lead. Trains student assistant team in our document imaging process.
Data Analytics and Service Now Support
- Maintain and analyze monthly reports generated from Human Resources Service Now System. Identify gaps and opportunities after careful analysis and provide recommendations to Director of SLOEI.
- Maintain all knowledge base articles to provide self-service options to the campus. Review and audit knowledge articles regularly and make any necessary updates. Develop knowledge base articles to support customer in general HR inquiries Serve as the entry point for all customers and provide HR support and troubleshooting.
- When necessary, escalate inquiries to the appropriate department Run reports in Service now and provide dashboard metrics to the department leaders. Analyze reports and propose solutions and modifications to the Service Now workflow to close any process gaps.
QUALIFICATIONS:
- Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.
PREFERRED QUALIFICATIONS:
- Advanced customer service skills, including graceful, helpful, tactful, and friendly demeanor while carrying out job duties; even with challenging customers and/or situations.
- Ability to defuse potentially escalating situations with grace, humor, and tact.
- Previous general Human Resources experience preferred.
- PeopleSoft & OnBase experience desirable.
- Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and at times, creative solutions.
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,879 and maximum $7,488 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.
Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
