Overview

• This position is open until filled with an initial application review to take place after February 23, 2024. 
• This position works a hybrid in-office schedule, generally a minimum of two days in the office per week, with initial training conducted in-office. Additionally, candidate must live within a commutable distance to SDSU.
• The salary range for this position is ($22.00 - $24.72) depending upon qualifications and internal equities and is non-negotiable. 

The Human Resources department provides a full range of personnel services to approximately 175 central staff employees, eight hundred regular salaried employees, and up to five thousand temporary employees per year. Areas of responsibility includes development and application of personnel policies and procedures, employee relations, fringe benefits, compensation administration, computerized personnel/payroll system, staffing, and affirmative action. Employees of Human Resources participate as active members in various groups and committees dealing with various specific and broad management problems confronting SDSU Research Foundation. The Human Resources staff is expected to develop and use innovative approaches, techniques, and procedures to provide more effective and responsive services to Project Directors and other SDSU Research Foundation managers and staff.

Under the supervision of the HR Manager, the Administrative Support Assistant is responsible for coordinating a variety of administrative and clerical functions in the Human Resources department to meet established deadlines, complete assignments, and support the strategic direction of the department. This position will be responsible for assisting with the recruitment and onboarding process, responding to general HR inquiries, and performing tasks in support of the entire HR department.

Responsibilities

Under the direct supervision of the HR Manager, the Administrative Assistant is responsible for but not limited to:

RECRUITMENT PROCESSING AND ONBOARDING SUPPORT 40%

Provides administrative support and works closely with the Recruitment Team to ensure new hires are processed timely and accurately. Responsible for providing support to onboarding new hires; processes and reviews documentation for form I-9 employment eligibility; processes DOJ fingerprint clearance data and records information, notifies department supervisor once cleared; follows up with Associate Director for higher-level clearance issues; inputs employee information into the E-Verify system following DHS guidelines; follow up with employees requiring E-Verification and with non-confirmation status; inputs employee information into VC system to ensure compliance; manages the DMV Pull Notice Program including employee designation, sign-up, program information dissemination, annual insurance review and defensive driving policies and training. Assists with scheduling candidates for interviews and coordinates, schedules, and communicates with new hires on new employee orientation and other onboarding tasks through the applicant tracking system, iCIMS; processes appointment requests.

CUSTOMER SERVICE SUPPORT (40%)

Greet customers in person and through the virtual front desk, answers general questions; provides assistance to applicants with questions relating to the online application system; provides support and responds to inquiries from customers via phone and email; distributes department mail and other incoming documents; responsible for responding to employment verifications, including responding to EDD Claims and PSLF requests; performs administrative tasks such as calendar management, scheduling meetings, composing, and preparing emails, documents, and correspondences, often of a confidential manner.

OTHER HR ADMINSTRATIVE SUPPORT 15%

Provides administrative support and works closely with the Benefits and Transactions Teams; communicates and collaborates with teams to ensure new hires receive timely and accurate information regarding orientation and enrolling in benefits; ensures offboarding employees receive timely and accurate information about benefits ending; uploads documents ensuring accuracy in maintaining the confidential electronic personnel files through the Etrieve system; tracks employee compliance of required training programs through the CSU Learn system; coordinates the retrieval and preparation of files for department audits throughout the year; assists with the Staff Award Recognition program, researching and maintaining anniversary date information and coordinating information with SDSU CHR for all University Staff Award Celebrations. Supports the development, drafting, and editing of HR procedures, Employee Handbooks, Annual Notifications, and the like. Prepares and sends mass email notifications as requested.

OTHER DUTIES AND RESPONSIBILITES AS ASSIGNED 5%

Performs special projects as needed; assists with other HR tasks as needed; attends trainings and meetings as needed.

Qualifications

Experience/Education

• High school diploma or equivalent
• Previous experience in an office or administrative environment

Preferred Qualifications and Special Skills

• Bachelor’s degree in human resources, business administration, or related
• Previous experience providing support in a Human Resources department
• Previous experience with onboarding and working with recruitment/applicant tracking systems
• Experience working with E-Verify, 1-9 Verification, and background check systems
• Experience with Banner system or similar HRIS

Knowledge, Skills, and Abilities

• Knowledge of HR policies and procedures
• Ability to be customer-focused, flexible, dependable, and possess strong interpersonal skills
• Ability to respond to routine inquiries and explain standard policies and procedures to others
• Ability to manage extremely sensitive and confidential information and documents
• Knowledge of and ability to operate standard office equipment such as a computer, multi-phone line, copy machine, and fax machine
• Ability to effectively use Word, Excel, and PowerPoint to create reports, memos, and documents
• Ability to draft and compose correspondence, standard reports, and spreadsheets
• Knowledge of and appropriate application of English grammar, spelling, and punctuation in all HR communication
• Ability to display flexibility, adjust to changing priorities, and manage multiple interruptions
• Ability to complete high volumes of tasks and projects using good judgment and time management skills to plan, prioritize, and organize work to meet deadlines
• Interact effectively with co-workers, Central Staff, Project Staff, PI’s, Executive Management, and campus employees
• Ability to think quickly and react calmly with appropriate urgency to situations and in adverse conditions
• Ability to apply independent judgment, discretion, and initiative to identify and address problems, propose solutions, and refer more complex problems to appropriate staff
• Ability to be well organized, detail oriented, initiative-taking, and resourceful
• Ability to learn, interpret, and communicate SDSU Research Foundation policies, procedures, regulations, and instructions effectively, both orally and in writing
• Ability to learn applicable University and Project infrastructures, policies, and procedures
• Ability to learn SDSU Research Foundation systems such as Ellucian Banner and iCIMS
• Understand and follow posted work rules and procedures
• Ability to relate well with others within the Human Resources environment
• Demonstrate an elevated level of cross-cultural sensitivity

 ADDITIONAL APPLICANT INFORMATION:

• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer