#100573 Staff HR Specialist

La Jolla, CA
Jul 16, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 07/17/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/26/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A cover letter is required for a complete application packet.


UC San Diego Extension is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, Extension employs about 1,000 active by-agreement instructors.

Extension operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 (including some Spanish language elements) with web-casting and video-conferencing capability. Extension also a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. Extension supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, Extension operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

Under the supervision of the HR Assistant Director, the HR Specialist is responsible for providing independent administration of all aspects and levels of recruitment/employment, developing staff recruitment plans based on departmental needs and recommending alternative solutions to problematic recruitment situations, consulting with managers and supervisors on organizational issues, adhering to all applicable and current federal, state, and University policies and procedures.

The incumbent will also be responsible for creating, drafting and editing job descriptions, recommending expected JD classification outcomes and drafting justifications. Serves as primary contact for all flexible work arrangements and telecommuting agreements; serve as the lead HR contract/HR project manager for non-instructor summer programs staffing needs/plan; serve as the primary benefits and retirement expert for Extension staff; serve as liaison with central HR staff on all HR actions; and serve as the supervisor of Extension HR's student staff.

In addition, the HR Specialist will analyze and interpret UCSD policy to advise and guide Extension management, supervisors, and employees on best practices and issues related to employment, onboarding, offboarding, general organizational issues, benefits, and payroll. Participate in Extension HR short- and long-term planning, process improvement, documentation of processes and procedures, and internal policy review and development. Acts as backup timekeeper for staff biweekly and monthly processing.

  • A cover letter is required for a complete application packet.

  • Due to a high volume of work between May and August, vacation requests during this time may not be approved.

  • Final applicants may be subject to a skill assessment(s).

  • Proven experience handling the full cycle of recruitment. Experience and expertise in recruiting methods such as the best ways to form job announcements and effective interviewing questions and techniques, as well as knowledge of regional recruiting resources, including job posting sites, professional associations, blogs, and social media.

  • Demonstrated experience with job description creation, review, and classification.

  • Demonstrated experience with benefits/retirement administration and counseling.

  • Strong ability in communicating clearly and effectively verbally and in writing and in integrating information in the completion of assignments.

  • Excellent written communication skills with ability to write concisely, persuasively, and to clearly summarize information. Experience drafting memos and proofreading documents for accuracy, clarity, grammar, syntax, and continuity.

  • Proficiency using personal computer and software tools such as Microsoft Excel, Word, Visio and Outlook, and Adobe/PDF to create documents such as letters, memos, spreadsheets, pivot tables, org charts, fillable forms, and reports to streamline work for effectiveness and efficiency.

  • Demonstrated experience in interpreting policies and procedures, analyzing data and drawing conclusions, and making recommendations to implement changes for improvement.

  • Demonstrated experience supervising or providing work direction and training to junior/student staff.

  • Ability to self-initiate and to work and act independently and prioritize job functions. Flexibility to meet deadlines in high volume work environment and ensure smooth workflow. Ability to function as a team member keeping various staff informed as required.

  • Detail oriented, excellent organizational skills and ability to multi-task and process a high volume of work. Extensive experience to independently plan, organize, and prioritize daily operations and projects in order to meet rigid deadlines with often changing priorities.

  • A background check is required for this position.

Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

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