What are the responsibilities and job description for the Human Resources Associate (Temporary) position at Keck Graduate Institute?
Job Posting Title:
Human Resources Associate (Temporary)
Job Description:
Temporary Staff, Full-Time, Non-Exempt
This is a temporary role designed to cover responsibilities during a leave of absence, expected to last from January to June.
Overview:
Under the direction of the Assistant Vice President and Chief Human Resources Officer, the Human Resources Associate is responsible for supporting the overall administration and coordination of the Human Resources department. The Associate will bring an organized, proactive approach to the department's daily operations while assisting with the hiring and onboarding process, time and attendance, payroll data processing, HRIS reporting, and general Human Resources inquiries from students, staff, and faculty.
Education and Experience:
Bachelor's Degree in Human Resources or a related field and at least three years of primary generalist responsibility in Human Resources. Experience in private sector higher education is preferred, ideally in service to another highly ranked independent college. Candidates who emerge from other industry or agency backgrounds should demonstrate their understanding of and ability to work effectively in a higher-learning environment. PHR or SHRM-CP certification is preferred.
Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
General Human Resources Support:
Serve as a resource for human resources issues, effectively communicate Human Resources policies, and explain processes and procedures to faculty and staff.
Respond efficiently and timely to assigned tickets in the Human Resources ticketing system, Teamwork Desk, escalating issues as needed.
Provide backup support to all positions in the Human Resources department as needed.
Payroll and Benefits Administration:
Responsible for processing the bi-weekly and monthly payroll through Workday to ensure accurate and timely processing of transactions.
Review time and attendance records and speak with supervisors for overtime approval and time discrepancies, as needed.
Process new hires, terminations, salary changes, etc.
Prepare checks when needed for special payments or terminations.
Address and resolve payroll-related employee inquiries and discrepancies.
Collaborate with The Claremont Colleges Services payroll team to meet deliverables.
Oversee accrual maintenance, paid sick time, vacation, and other leave processing.
Recruitment and Onboarding:
Assist with recruitment and hiring, including processing position request forms, reviewing job descriptions, gathering compensation data, posting jobs, and scheduling interviews.
Extend job offers, prepare/send relevant documents, track/file returned offer documents, and coordinate/perform new hire onboarding and orientations.
Notify IT, Facilities, Marketing, and other departments to ensure smooth transitions for new hires.
Leave and Worker's Compensation Management:
In collaboration with the Assistant Vice President of Human Resources, oversee leave of absence requests and workers' compensation claims, including collecting supporting documentation and communicating with employees throughout the process in accordance with relevant laws and policies.
Maintain communication with the TCCS Disability and Worker's Compensation Administrator as needed.
HR Systems and Data Management:
Coordinate and manage HRIS data activities in Workday and Vector Solutions LMS, including initiating transactions and running reports for compliance, audit, and metrics purposes.
Continuously monitor data integrity and recommend improvements to ensure accurate record-keeping.
Performance Management:
Assist with performance review processes, including preparing salary letters and updating department databases.
Conduct position audits, evaluate job descriptions, and recommend appropriate classification and pay levels.
Financial Transactions:
Process vendor and tuition remission invoices, ensuring accurate expense allocation.
Manage EDD communications, reports, claims, and payments.
Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Ability to independently plan, organize, communicate and perform work in various situations where numerous and diverse demands are involved.
Experience and working knowledge of HRIS systems, platforms, applications (Advanced knowledge and experience with Workday preferred)
Ability to make generalizations, evaluations, or decisions without immediate supervision utilizing sensory data or known guidelines. Proven, effective problem-solving skills and ability.
Ability to do research and prepare statistical charts, tables, and reports. Mathematical aptitude for working with budgets, salary data, and payroll.
Knowledge of employment regulations, effective HR principles and practices.
Advanced skills with Microsoft Office products; Expert knowledge with Excel.
Impeccable integrity, confidentiality, professionalism, and ethical standards are a must.
Must possess well-developed customer service skills and the ability to work cooperatively with a diverse group of people.
Acute attention to accuracy and detail in all aspects of responsibilities.
Ability to learn quickly, think creatively, and be flexible.
Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.
Hours, Classification, and Status:
This is a temporary, full-time, benefits-eligible, non-exempt position.
The regular hours of this position are Monday-Friday, 9:00 am - 5:30 pm. Hours may vary due to the needs of the college or department.
Hourly rate range: $27.00 - $30.00. The salary of the finalist(s) selected for this role will be set based on various factors, including, but not limited to, internal equity, experience, education, specialty, and training.
Special Requirements:
Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.
To Apply:
A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please submit a cover letter highlighting your professional experience; a complete CV outlining your career and educational credentials; and three professional references (including their names, relationship to you, their position, email, and direct phone numbers). Minority candidates are strongly encouraged to apply.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.
Human Resources Associate (Temporary)
Job Description:
Temporary Staff, Full-Time, Non-Exempt
This is a temporary role designed to cover responsibilities during a leave of absence, expected to last from January to June.
Overview:
Under the direction of the Assistant Vice President and Chief Human Resources Officer, the Human Resources Associate is responsible for supporting the overall administration and coordination of the Human Resources department. The Associate will bring an organized, proactive approach to the department's daily operations while assisting with the hiring and onboarding process, time and attendance, payroll data processing, HRIS reporting, and general Human Resources inquiries from students, staff, and faculty.
Education and Experience:
Bachelor's Degree in Human Resources or a related field and at least three years of primary generalist responsibility in Human Resources. Experience in private sector higher education is preferred, ideally in service to another highly ranked independent college. Candidates who emerge from other industry or agency backgrounds should demonstrate their understanding of and ability to work effectively in a higher-learning environment. PHR or SHRM-CP certification is preferred.
Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
General Human Resources Support:
Serve as a resource for human resources issues, effectively communicate Human Resources policies, and explain processes and procedures to faculty and staff.
Respond efficiently and timely to assigned tickets in the Human Resources ticketing system, Teamwork Desk, escalating issues as needed.
Provide backup support to all positions in the Human Resources department as needed.
Payroll and Benefits Administration:
Responsible for processing the bi-weekly and monthly payroll through Workday to ensure accurate and timely processing of transactions.
Review time and attendance records and speak with supervisors for overtime approval and time discrepancies, as needed.
Process new hires, terminations, salary changes, etc.
Prepare checks when needed for special payments or terminations.
Address and resolve payroll-related employee inquiries and discrepancies.
Collaborate with The Claremont Colleges Services payroll team to meet deliverables.
Oversee accrual maintenance, paid sick time, vacation, and other leave processing.
Recruitment and Onboarding:
Assist with recruitment and hiring, including processing position request forms, reviewing job descriptions, gathering compensation data, posting jobs, and scheduling interviews.
Extend job offers, prepare/send relevant documents, track/file returned offer documents, and coordinate/perform new hire onboarding and orientations.
Notify IT, Facilities, Marketing, and other departments to ensure smooth transitions for new hires.
Leave and Worker's Compensation Management:
In collaboration with the Assistant Vice President of Human Resources, oversee leave of absence requests and workers' compensation claims, including collecting supporting documentation and communicating with employees throughout the process in accordance with relevant laws and policies.
Maintain communication with the TCCS Disability and Worker's Compensation Administrator as needed.
HR Systems and Data Management:
Coordinate and manage HRIS data activities in Workday and Vector Solutions LMS, including initiating transactions and running reports for compliance, audit, and metrics purposes.
Continuously monitor data integrity and recommend improvements to ensure accurate record-keeping.
Performance Management:
Assist with performance review processes, including preparing salary letters and updating department databases.
Conduct position audits, evaluate job descriptions, and recommend appropriate classification and pay levels.
Financial Transactions:
Process vendor and tuition remission invoices, ensuring accurate expense allocation.
Manage EDD communications, reports, claims, and payments.
Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Ability to independently plan, organize, communicate and perform work in various situations where numerous and diverse demands are involved.
Experience and working knowledge of HRIS systems, platforms, applications (Advanced knowledge and experience with Workday preferred)
Ability to make generalizations, evaluations, or decisions without immediate supervision utilizing sensory data or known guidelines. Proven, effective problem-solving skills and ability.
Ability to do research and prepare statistical charts, tables, and reports. Mathematical aptitude for working with budgets, salary data, and payroll.
Knowledge of employment regulations, effective HR principles and practices.
Advanced skills with Microsoft Office products; Expert knowledge with Excel.
Impeccable integrity, confidentiality, professionalism, and ethical standards are a must.
Must possess well-developed customer service skills and the ability to work cooperatively with a diverse group of people.
Acute attention to accuracy and detail in all aspects of responsibilities.
Ability to learn quickly, think creatively, and be flexible.
Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.
Hours, Classification, and Status:
This is a temporary, full-time, benefits-eligible, non-exempt position.
The regular hours of this position are Monday-Friday, 9:00 am - 5:30 pm. Hours may vary due to the needs of the college or department.
Hourly rate range: $27.00 - $30.00. The salary of the finalist(s) selected for this role will be set based on various factors, including, but not limited to, internal equity, experience, education, specialty, and training.
Special Requirements:
Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.
To Apply:
A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please submit a cover letter highlighting your professional experience; a complete CV outlining your career and educational credentials; and three professional references (including their names, relationship to you, their position, email, and direct phone numbers). Minority candidates are strongly encouraged to apply.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.
Salary : $27 - $30
