Job Description The University of California Office of the President is facilitating the development and implementation of a replacement system from the current Payroll Personnel System (PPS) to a new systemwide combined Human Resource Information System (HRIS) and payroll system. One outcome of the UCPath Initiative is the creation of a systemwide shared service center, called the UCPath Center. The UCPath Center will process selected payroll, benefits, academic personnel, leave management and workforce administration transactions for UC's ten campuses and five medical centers, impacting over 210,000 employees.
The Human Resources (HR) Coordinator provides support to the UCPath Center HR team. The HR Coordinator performs broad and/or complex and focused assignments under the Human Resources Analyst's general supervision. The incumbent is responsible for UCPath Center data entry into the PeopleSoft HCM, personnel data integrity in various systems, and the care and maintenance of personnel files for the UCPath Center. This position assists the HR team with advanced HR processes and procedures related to records, recruitment, and communications and other assignments from the Human Resources Business Partner. The HR Coordinator enters and analyzes data, creates reports, and uses experience and judgment to resolve HR processing issues. This position also maintains and recommends improvements to internal recordkeeping systems. The HR Coordinator independently advises employees on UCOP and UCPath Center HR practices and procedures, and receives guidance on new complex assignments without readily available guidelines.
Initiates and processes all new hire paperwork. Generates communications to new hires to begin onboarding process. Responsible for the integrity of all paperwork and compliance for new hire documentation. Conducts new hire orientation. This includes scheduling orientation meetings and reserving rooms. Communicates with all departments and personnel involved in setting up new hires for success: IT, training, safety, facilities etc. Serves as the ambassador to new employees by providing a welcoming environment. Photo manipulation using Photoshop, and maintenance of staff directory. Inputs all HR transactions into PeopleSoft HCM for UCPath Center employees and run PeopleSoft queries as needed for HR department. Off-boards employees ensuring proper policy and procedures are followed and the transition is smooth for all parties. Identifies opportunities to improve Local and/or UCPath Center Human Resources processes and makes recommendations for improvements.
25% Talent Acquisition and Communications
Under guidance of Talent Acquisition assist as needed by scheduling interviews, and preparing offer letters. May disposition candidates in ADP RM ATS. Assist as a backup to Communications Specialist sending Targeted Mass emails, and updating intranet news.
15% Compliance, Policy and Procedure
Responsible for ensuring employment postings are up to date. Ensures that employees receive 90 day and annual performance evaluations on time. Ensures proper compliance with ergonomics program including scheduling evaluations. Maintains and inventories local ergonomic equipment. Constructs and maintains personnel folders in compliance with regulatory bodies. Provides UCPath Center employees with standard information regarding UCOP and UCPath Center HR practices and procedures.
Responsible for maintaining several programs and partnerships: Health & Wellness Program, EAP and UCR partnerships.
Other projects and duties as assigned at this level.
Knowledge of HR processes for data entry into HCM, ERP or ATS system.
Knowledge of HR processes and procedures for maintenance and purging of personnel files and employee records.
Skill in managing sensitive and confidential information regarding employee relations or labor relations.
Excellent written skills as demonstrated by the ability to draft, edit, and proofread correspondence, reports, and other documents in appropriate format, tone, language, and grammar. Active listening skills to ensure that important points are noted and clearly communicated.
Must have excellent customer service skills and ability to work collaboratively and productively with staff with varying work styles and personalities in a team-oriented environment.
Must be a self-starter and must be able to coordinate and prioritize multiple tasks.
Two (2) years of progressively responsible administrative experience, preferably in the human resources environment or an equivalent combination of education and experience.
Knowledge of UC benefits eligibility requirements.
Working knowledge of University of California HR policies, procedures and terminology including, but not limited to office administration, classification and recruitment, employment, compensation, payroll processing, leaves of absence and benefits.
Working knowledge of employment laws and the principles and practices of human resource administration.
Knowledge of organization and department job posting procedures. Prior experience assisting in recruitment helpful. Prior experience using an ATS.
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 or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.