HR Operations Analyst

Job Description

Please note: Onsite 2 times a week and cover letter is required.

Under the general direction of the Senior Director, Operations/Chief of Staff and directly supervised by the Director, HR Operations the incumbent will provide analysis and recommend solutions for various departmental initiatives, for both short and long-term planning for the Department of Obstetrics, Gynecology and Reproductive Sciences (Ob, Gyn & RS). As the Department HR Operations Analyst, this position will be part of the Department Operations Team; scope includes: HR (academic & staff), Facilities (main hub at Mission Bay & other department sites), IT and special projects as well as other duties assigned based on departmental needs.

The HR Operations Analyst will play an integral role in the implementation of operations initiatives and projects and execute related deliverables through project management to include tracking measures for success, creating operating procedures, and assessing areas for process improvement. This position will be responsible for the organization and analysis of action items, facilitation of discussions with respective parties as well as other related operational needs. The incumbent will receive general direction from both the Senior Director, Operations/Chief of Staff and the Director, HR Operations in the form of objectives with deadline driven goals and will be expected to execute on timely deliverables. The core competencies of this position are strong analysis and research skills, being resourceful and innovative, creating a positive work environment, effective communication (both verbal and written), and exceptional organization skills.

The successful candidate must have the ability to independently balance numerous deadlines and shifting priorities. They should enjoy working in a fast paced, team oriented environment and exercise sound, evidence-based decision making when needed. Other duties may be assigned in the context of performing and executing results-driven activities as well as providing backup support as needed.

Responsibilities Include But Not Limited To The Following

HR Operations Support and Administration:

• Coordinate and participate in a variety of human resources activities including employment, training, classification, separation, Oracle submissions and monitoring as well as ensuring the completion of forms and documents related to HR and Payroll for unit/department.
• End to end support of recruitment cycle from interview logistics and search/hiring team preparation to processing selected candidates for new hire and initializing onboarding activities accordingly. Areas to oversee, execute, and maintain in collaboration with the supervisor (Director, HR Operations) & Department Affairs HR team include but are not limited to reporting, systems administration, workflow and process improvement.
• Serve as Department Timekeeper/Scheduler for the MyTime Timekeeping System – review of timesheets, management of resolution actions such as helping managers/supervisor or delegates submit Timecard Adjustment forms and navigating/serving as a liaison regarding conversations with the Controller’s Office in partnership with managers/supervisors/employees to ensure resolution of discrepancies are obtained in a timely manner.
• Serve as a backup to the Academic HR Analyst with managing faculty offer letter process and reappointment letter process or any additional Academic requests and co-liaison with Academic Affairs HR Manager & divisional teams regarding on-boarding needs.
• Provide excellent customer service to employees and managers, ensuring timely and accurate resolution of inquiries.
  
  

Compliance, Reporting, Audit And Special Projects Owner

• Work on Operations projects as identified by and in collaboration with Senior Director, Operations/Chief of Staff and supervisor (Director, HR Operations). This includes generating periodic audit reports, creating and facilitating operations based presentations, managing and updating department Standard Operating Procedures (SOPs) and analyzing the need for additional SOPs to ensure compliance measures are up to date.
• Gather, analyze, prepare and summarize financial and HR reports. Oversee audit reporting practices such as probationary periods, performance evaluation process, 1000 hours, appointment end date, contract renewals etc.
• Serve as the main administrator for Department Distribution Lists (D-List) and collaborate with other D-List owners in creating process improvement workflows and maintaining accurate member lists.
• Management of Quarterly New Staff Orientation or new staff related welcoming events with full end to end responsibilities regarding logistics, presentation, booking guest speakers, staff handbook maintenance, and process improvement/feedback; co-liaison with hiring teams regarding on-boarding needs.
• Manage and maintain department Job Description Library/depository; providing periodic updates and/or feedback on improving the process to ensure a robust user-friendly library experience is created.
• Website Administration – Responsible for coordinating the development and management of the department Operations/HR websites ensuring that the websites are professionally designed, user-friendly, and up-to-date as well as adheres to University and Department standards.
  
  

Facilities Support And Coordination

• Serve as back-up to Operations/Floor Coordinator and act as safety coordinator during vacation, leaves, etc. Administer facilities and space logistics and manage equipment needs.
• Provide Front Desk and mail coverage in the absence of the Facilities Coordinator or as directed by supervisor (Director, HR Operations).
• Develop and implement procedures for supply inventory and to keep equipment in good working condition. Manage department conference room bookings in conjunction with Outlook/Zoom workplace tools.
• Co-partner with Facilities Coordinator to host Quarterly Brown Bag Sessions regarding updates on Floor policies and Emergency Action Planning.
  
  

Qualifications

Required Qualifications:

• Bachelor's degree in related area and 3 or more years directly relevant experience; and/ or an equivalent combination of education and experience.
• Minimum 3 years of directly relevant experience required with at least 2 years in a Human Resources or Talent Acquisition/Recruitment role.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs such as Microsoft Applications Tools (Word, Excel, PowerPoint, etc.)
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Excellent organizational, attention to detail, and time management skills.
• Demonstrated ability to interact effectively with a wide range of executives/faculty, staff, trainees, campus, and community representatives, sometimes under pressure, remaining proactive, resourceful, professional, and efficient.
• Self-directed, strong initiative and flexibility to work independently as well as within a team.
• Ability to multi-task, independently prioritize, organize, make sound judgments, and coordinate multiple types of tasks, while under the pressure of seemingly conflicting deadlines.
• Persistence with professionalism, patience, customer focused and grace under fire, while continuing to courteously request needed information.
  
  

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Solid knowledge of common University-specific computer application programs
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
• Strong project management skills. Demonstrated skills in providing full operational, coordination and project support
• Strong familiarity with UC policies and procedures and compliance rules and regulations
• Experience with Human Resources, Talent Acquisition/Recruitment, Office management and/or administration