UCSD Layoff from Career Appointment: Apply by 09/17/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/26/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

Department Overview

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 250 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 with webcasting and video-conferencing capability. Extension also has 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.

Position Overview

Under the supervision of the HR Assistant Director, provide HR administrative support pertaining to the administration of personnel and by-agreement matters for the Extension HR department. The incumbent provides assistance in all aspects of human resources activities as necessary, such as performing payroll/timekeeping functions; conducting a high volume of non-benefit employment orientations (staff and instructor); coordinating the onboarding and off-boarding processes for employees; preparing of pertinent employment forms and letters; preparing status/tracking reports; maintaining the departmental email inbox.

Providing compensation support to Classification and Compensation Analyst; tracking of mandatory staff training and completion process; processing monthly service credit report; processing monthly work authorization report; delegating work to the HR student employees; providing general admin/office support such as ordering supplies; maintaining HR's personnel database and Excel tracking sheets; and compiling files.

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

• This job is located off campus at The Campus on Villa La Jolla. No parking fees.

• Due to high volume of work between May and August, vacation requests during this time may not be approved.
• Must be sufficiently mobile to attend meetings/interviews and to collect/deliver documents and checks on and around the campus and also to any Extension business sites or providers in the San Diego area.
• Must be able to work occasional overtime as needed for deadlines.
• Candidates may be subject to skills assessment.

• Demonstrated experience implementing policies and procedures as they relate to areas of human resources, including but not limited to, employment, onboarding (orientations), off-boarding, classification/compensation, and visas/work authorization.

• Proven experience performing hourly and monthly payroll/timekeeping functions in a large, complex academic or business setting. Experience analyzing complex pay records, personnel forms, and payroll time records to initiate payments and prepare reports.

• Demonstrated experience drafting letters, email templates, and other documents from scratch. Experience identifying typographical and other errors when proofreading materials for distribution.

• Excellent written communication skills in English, with an ability to phrase all communication with clarity, brevity, and elegance. Grammar, spelling, and punctuation must be correct and attention to detail in the content is essential, as is the judgment to use an appropriate tone and a courteous manner.

• Strong HR office administration experience including, drafting all types of employment paperwork, scheduling meetings/orientations, providing excellent customer service and timely responses to emails and phone calls, ordering office supplies, maintaining electronic and paper files.

• Experience using standard business software applications: word processing (e.g. Microsoft Word), spreadsheet (e.g. Excel), communications and scheduling (e.g. Outlook). The ability to expand and update skills as needed. Strong experience using Microsoft Outlook to schedule meetings and orientations.

• Superior organizational skills. Skills to independently organize and effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed. Must be able to delegate work to student staff members in order to successfully maintain high workload.

• Desire and ability to interact effectively and collegially with a diverse group of individuals from varying cultures, ethnicities, and backgrounds; skill to use tact and diplomacy to accomplish tasks in a timely fashion; skill to see situations/issues from others' viewpoints; and ability to act professionally at all times.

• Proven flexibility to meet deadlines in a high volume work environment and ensure smooth workflow, and to handle multiple tasks simultaneously. Must be able to take work direction from multiple staff members.

• Strong ability to pay attention to detail and to produce accurate and timely work despite frequent interruptions.

PREFERRED QUALIFICATIONS

Experience using MS Access and Visio; experience creating fillable forms using Adobe.

• Job offer is contingent upon a satisfactory clearance based on background check results.

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.