HR Specialist (Hybrid) – 118429

UCSD Layoff from Career Appointment: Apply by 08/24/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/05/2022 Eligible Special Selection clients should contact their Disability Counselor for assistance.

• A cover letter is optional but strongly encouraged.

• This position will remain open until filled.

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.

Reporting to the Human Resources Manager, processes the full scope of personnel and employment actions for approximately 1,200 Extended Studies by-agreement instructors, provides analytical support for the development or revision of departmental policies to conform with university, federal, and state rules and guidelines. Analyzes, recommends, and implements methods for process improvement, as well as develops procedures and controls for all by-agreement instructor personnel actions, hires, onboarding, background checks, corrective actions, payroll processing, termination, and final wages. Serves as primary reviewer for biweekly and monthly by-agreement instructors payroll process.

Manages full-scope recruitment process for by-agreement instructor positions, serving as a resource and advisor to DES academic department contacts. Oversees the search committee selection process for accuracy and compliance with PPM and APM guidelines, in addition to all affirmative action regulations.

• This position is at Extended Studies’ Campus on Villa La Jolla Dr. location. No parking fees.

• Basic knowledge of human resources policies and programs and how they affect other organizational policies and procedures. Knowledge of and experience with all aspects of human resource functions and various personnel programs, policies, and procedures including recruitment, classification, compensation, benefits, leaves, performance, etc. Proven ability to interpret policies to employees.

• Knowledge of a human resources management system (HRMS), and/or other related business software programs and systems. Excellent computer skills and experience with various software applications. Knowledge and experience on a PC and related software, e.g., Excel, Word, Acrobat Reader, etc. Proven ability to create spreadsheets and utilize various databases.

• Proficient in communicating clearly and effectively verbally and in writing and integrating information in completing assignments. Strong knowledge of English grammar, spelling, punctuation, and usage.

• Demonstrated general HR knowledge regarding requirements for onboarding, including I-9 verification, explanation of the W-4 tax forms, and differentiating independent contractors vs. employees.

• Experience handling the full cycle of recruitment. Experience and expertise in recruiting methods such as best ways to form job announcements, effective interviewing questions and techniques, and knowledge of regional recruiting resources, including job posting sites, professional associations, blogs, and social media.

• Strong mathematical skills to accurately run calculations for payroll, salary adjustments, and corrections.

• Political acumen and initiative to exercise excellent judgment, tact, and diplomacy in handling highly confidential and sensitive matters.

• Strong customer service ethic, providing timely, empathetic support that keeps customers’ needs at the forefront of every interaction.

• Demonstrated ability to handle difficult or volatile situations/individuals effectively.

• Excellent interpersonal skills to interact with all levels of the organization (e.g., university and department), including academics, managers, staff, and students; ability to establish and maintain cooperative working relationships; and the skill to establish rapport and gain the trust of others.

• Knowledge of organizational policies and procedures and knowledge of functional areas.

• Analytical skills to conduct analysis and develop recommendations; demonstrates organizational skills and problem-solving skills. Has working knowledge of other areas of HR.

• Background check is required for this position.
• 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.

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

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

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.