TEMPORARY Human Resources Assistant

Job Title: Human Resources Assistant 3

Job #: 69996

Position Base: Riverside, CA

DEPARTMENT OVERVIEW

The University of California Office of the President operates an in-house temporary program called TOPS (Temporary Office of the President Staffing), which seeks skilled administrative professionals. TOPS employees provide temporary assistance to UCOP departments to complete special projects, fill in for employees on vacation or other leave, or provide coverage during open recruitment periods. Hourly rates and duties vary depending on the classification of positions.

Assignments range in length from one month to two years, depending on vacancy/needs. The TOPS program is an excellent opportunity to gain valuable UC experience. We have been very fortunate to have several employees in the TOPS program eventually apply, interview, and get hired into career positions at UCOP!

POSITION SUMMARY

This is a TEMPORARY position within our Temporary Office of the President Staffing (TOPS) program.

KEY RESPONSIBILITIES

• Under general supervision screens resumes and applications and interviews applicants for entry level staff positions.
• Applies professional HR concepts when counseling employees concerning work-related issues of moderate scope and complexity and conducts termination interviews.
• Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies and procedures.
• May maintain records for equal employment opportunity and affirmative action reporting requirements.
• Under general supervision provides advice and counsel to client groups according to established human resources policy and procedures.
• Manages sensitive and confidential information and effectively and collaboratively interacts with client groups.
• Conducts HR trends analyses and helps develop resulting recommendations.

ESSENTIAL FUNCTIONS AND DUTIES

The HR Assistant 3 initiates and processes all new hire paperwork. Prepare offer letters. Generates communications to new hires to begin onboarding process. Responsible for the integrity of all paperwork and compliance for new hire documentation. Administers all aspects of new hire orientation. This includes scheduling orientation meetings and reserving rooms, presenting as well as maintaining updated new hire orientation materials.

In addition, the HR Assistant 3 conducts all payroll onboarding tasks except for the UCTrust Certification and TRS configuration. 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.

Compliance, Policy and Procedures Responsible for ensuring employment postings are up to date and engaging. Ensures that employees receive 90 day and annual performance evaluations on time; distributes probation completion letters and sends communications to managers related to interdepartmental transfers. Maintains and inventories local ergonomic equipment. Maintains digital personnel folders in compliance with regulatory bodies. Provides UCPath Center employees with standard information regarding UCOP and UCPath Center HR practices and procedures.

Data Entry and Support Inputs all HR transactions into an employee data system (like People Soft HCM) for UCPath Center employees including the new Manage Job functionality which does not require AWE approval for certain types of transactions. Acts as back-up support for Oakland HR Admin, when necessary. Assist HRBP in creating surveys and orders for awards. Participates in process improvement projects and assist in preparing procedural changes.

Assist in the logical and administrative needs for employee forums.

Off-boards employees ensuring proper policy and procedures are followed and the transition is smooth for all parties. This includes the retrieval of computer assets from remote hires. Identifies opportunities to improve Local and/or UC Path Center Humans Resources processes and makes recommendations for improvements.

EDUCATION

• Bachelor's degree in related area and/or equivalent experience/training.

SPECIAL CONDITIONS

This position is eligible for a hybrid work arrangement within the state of California.

OR

This position is eligible for a hybrid/remote work arrangement within the state of California. The selected candidate must reside within the state of California, or be willing to relocate, and will be required to report to work in person in Oakland, CA on a regular schedule.

SALARY AND BENEFITS

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs It is…