Employee Support Services Representative (Temporary)

Job Details

Job no: 516117
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Human Resources

Job Summary

*This is a one-year temporary appointment with benefits.*

Reporting to the Manager, Payroll and Employee Support Services and receiving work lead direction from the Employee Support Services Lead, incumbent works independently under general supervision to provide personnel support for all university employees. Incumbent performs moderately complex duties related to processing the full range of personnel transactions and employment-related documents for all categories of University employees. Personnel transactions include reviewing and auditing temporary faculty and academic student employee appointments and ensuring adherence to the Unit 3 (CFA) and Unit 11 (UAW) collective bargaining agreements and Academic Senate policies and procedures. This position also participates in special projects in support of the unit.

Key Responsibilities

  • Perform the full range of work related to the administration of employee job transactions in accordance with established policies and procedures.
  • Audit and process appointment paperwork for Unit 3 and Unit 11 temporary employees, including new appointment, rehires, updates/corrections, and ensure adherence to contract provisions and policies.
  • Collaborate with Academic Employee Relations Analyst to process and verify Unit 3 entitlements.
  • Adjust information on documents when appropriate or return to initiating departments as needed.
  • Log and track appointment paperwork on shared Google sheets for colleges.
  • Research, analyze, and resolve personnel administration transaction related problems ranging from routine to moderate complexity.
  • Maintain and ensure the integrity and accuracy of data in automated information systems and generates reports as requested.
  • After thorough analysis, prepare and process various employment related documents and information.
  • Troubleshoot and resolve Help Desk tickets involving PeopleSoft issues that are fielded to the Employee Support Services unit.
  • Recommend initiatives and changes to improve quality and services.
  • Identify and determine cause of problems; develop and present recommendations for improvement of established processes and practices.
  • Ensure completeness, accuracy, and timeliness of all operational functions of the unit.
  • Prepare and submit reports as requested and required.
  • Research and develop resources that create timely and efficient workflow.
  • Participates in personnel administration related projects on a seasonal and/or cyclical basis, as assigned.

Knowledge, Skills & Abilities

  • Demonstrated knowledge and experience working with the Federal Form I-9
  • Working knowledge of software applications: word processing, spreadsheet, and database management
  • Excellent customer service and public relations skills
  • Strong oral and written communication skills
  • Strong ability to handle multiple work priorities, organize, and plan work and projects
  • Ability to interact and communicate effectively with people at all levels of the organization and of different cultures
  • Ability to quickly become familiar with university infrastructure, policies, and procedures as they relate to temporary faculty appointments
  • Ability to analyze and interpret technical procedures or regulations
  • Ability to learn and establish expertise with MyCalPERS, PIMS and PeopleSoft HR software
  • Ability to conduct formal presentations on a weekly basis to diverse groups through the use of multimedia, various handouts, and other materials
  • Ability to analyze and define problems, establish facts, collect data, and draw valid conclusions to effectively present information when responding to questions from internal and external customers
  • Ability to perform accurately in a highly detail-oriented environment, and handle multiple work priorities

Required Qualifications

  • A bachelor's degree and/or equivalent training
  • Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

  • Bachelor’s Degree
  • Two years’ experience working in an HR office or performing HR functions; Experience working with PeopleSoft HR; Experience working with a high volume of diverse customers; Experience working with spreadsheets; Experience with OnBase and DocuSign; Experience analyzing and auditing employee data; Experience in higher education; Knowledge of faculty processes

Compensation

Classification: Administrative Analyst/Specialist - Nonexempt
Anticipated Hiring Range: $4,818/month - $5,000/month
CSU Salary Range: $3,288/month - $6,347/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: June 28, 2022 through July 13, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
[email protected]
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected].

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at [email protected].

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at [email protected].

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: June 28, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled

Organization

Welcome to San José State University!

San José State University is a major, comprehensive public university located in the center of San José and in the heart of Silicon Valley. SJSU is the oldest state university in California. Its distinctive character has been forged by its long history, by its location, and by its vision - a blend of the old and the new, of the traditional and the innovative. Among its most prized traditions is an uncompromising commitment to offer access to higher education to all persons who meet the criteria for admission, yielding a stimulating mix of age groups, cultures, and economic backgrounds for teaching, learning, and research. SJSU takes pride in and is firmly committed to teaching and learning, with a faculty that is active in scholarship, research, technological innovation, community service, and the arts.

Located on 154 acres in downtown San José, the university offers the excitement of studying at a large, metropolitan campus where many cultures meet. Yet students find personal attention from faculty members in the smaller setting of the university's eight colleges.

Mission Statement

In collaboration with nearby industries and communities, this faculty and staff is dedicated to achieving the University's mission as a responsive institution of the State of California.

To enrich the lives of its students, to transmit knowledge to its students along with the necessary skills for applying it in the service of our society, and to expand the base of knowledge through research and scholarship.

Leadership at SJSU

Leadership at San Jose State is defined by a belief that shared decision making and collaborative university governance is at the core of our culture. With this inclusive approach as a guide, President Mohammad H. Qayoumi and the university's leadership promote discussion and engagement among faculty, staff, students and the community to shape and accomplish the goals of San Jose State.

California State University System

San Jose State is one of 23 campuses within the California State University System, the largest, the most diverse, and one of the most affordable university systems in the country. The 25-member CSU Board of Trustees is responsible for the oversight of the California State University system. See the California State University, Office of the Chancellor website for more information.

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