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HR Specialist/Administrative Assistant, School of Education

Job Details

  • School of Education
  • Irvine, CA, USA
  • Full-Time
  • Health Insurance, Retirement, Disability and Life Insurance, Tuition discounts, paid Vacation & Sick Time and generous paid Holidays

    Email Me Similar JobsEmail Me This JobROLE:The HR Specialist/Office Manager/Administrative Assistant to the Dean(s) in the School of Education/School of Education Programs Coordinator holds a unique position among staff members. His or her primary duties are to function collaboratively, as well as independently, while keeping the department functioning smoothly in addition to coordinating staff members. The job requires time and schedule management to meet the demands of the differing programs, state document preparation and special projects by Concordia University to the department. The ability to discern how to manage the allotted amount of work hours is essential in this position.

    ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily:

    Administrative Assistant Duties:

    1. Create SOE Faculty/Staff meeting calendar, agendas, and minutes
    2. Assist the Dean of Education with the development and standardization of SOE documents/handbooks/forms Create and distribute Weekly News Blast File communication from the Commission on Teacher CredentialingMaintain evaluations for faculty & staffMaintain schedule for DeanCoordinate with University Services to arrange for facilities for on-campus programs/meetingsProcess Full-time Faculty weight loadsCompile, process, and track adjunct applications, contracts, Intents to Teach, compensation informationRespond to adjunct inquiries and provide them with accurate information about contractual policies and proceduresProcess requisitions for School of Education through ChromeRiverMake SOE travel arrangementsProvide additional IT support as neededWork in cooperation with fellow staff to complete ad hoc projects as necessary
    3. Assist the Dean of Education with correspondence and special projects, which may require flexible work hours
    4. Other duties as may be assigned from time to time

    Office Manager Duties:

      Budget Oversight
      1. Receive monthly expenditure report and review for accuracy.
      2. Troubleshoot and report any anomalies to accounting for correction.
      3. Work with all faculty and staff to ensure proper Org numbers are utilized.
      4. Meet with Deans monthly.
    1. Monitor and maintain SOE Amazon purchases and account
    2. Coordinate moves, office furniture, building/maintenance requests with University Services/Maintenance
    3. Coordinate office gifts (funerals, babies, etc)

    HR Specialist Duties:

    1. Assist the Provost, Dean, and/or department chairs with the hiring of new faculty, adjunct, and PT temporary staff (including background checks, required training, etc).
    2. Collect and maintain electronic faculty, adjunct, and PT temporary staff employment files.
    3. Maintain all faculty, adjunct, and PT temporary staff data in Banner including rank, degree, direct deposit, sabbatical, timesheet, and compensation information.
    4. Prepare faculty advancement in rank and sabbatical requests for the Office of the Provost.
    5. Enter and maintain teaching and administrative load weight assignments for faculty and adjuncts.
    6. Create adjunct contracts, send to adjuncts for signatures using DocuSign, and track contract data using Argos dashboards.Enter and maintain faculty and staff overload payments and submit for payment to the Assistant HR Director/Data Analyst.
    7. Train adjuncts and supervisors regarding adjunct timesheets. Enroll adjuncts in the training blackboard shell.
    8. Attend monthly and as-needed HR meetings.
    9. Act as point of contact regarding faculty, adjunct, and PT temporary staff compensation, timesheet, and contract questions.

    EDUCATION AND/OR EXPERIENCE

    Bachelor's degree preferred and one to two years related experience and/or training; or equivalent combination of education and experience. Advanced working knowledge of Word, Excel, PowerPoint, Outlook, and the Microsoft Office suite.


    QUALIFICATION REQUIREMENTS:The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

      Creative aptitudeAbility to be flexible to changing conditions and needsAbility to work effectively with and through other peopleAbility to work independentlyAbility to work under stressful conditionsProficient in the use of office equipment, such as computer, copy machine, fax, scantron, scanner, etc.Working knowledge of computer software used in this office, specifically Excel, PowerPoint, Word and BannerExcellent organizational skills with the ability to work with little supervisionSkilled in English: writing, spelling, grammar and speakingWillingness to learn new or additional job-related tasksAwareness that behavior and dress should be appropriate for the environment of a Christian university
    Concordia University - Irvine Cahttps://cui.applicantpro.com

    Organization

    Concordia University Irvine, guided by the Great Commission of Christ Jesus and the Lutheran Confessions, empowers students through the liberal arts and professional studies for lives of learning, service and leadership.

    Concordia University Irvine is a USNews Top Tier Regional University that prepares students for their vocations—their calling in life. CUI offers undergraduate, graduate, and adult degree programs in a beautiful Southern California location, with online and regional cohort options. Concordia’s undergraduate program is distinctive among Christian colleges in California because of the University’s innovative and engaging Core Curriculum, and its Lutheran heritage that provides a thoughtful and caring Christian community that lives out "Grace Alone. Faith Alone."

    Student Clubs and Organizations: CUI has over 40 student organizations including service, honorary, social, and special interest clubs.

    Community Service: CUI students, faculty, and staff perform thousands of hours of volunteer community service each year.

    Athletics: Division I - National Association of Intercollegiate Athletics (NAIA) | Golden State Athletic Conference (GSAC)

    Housing: CUI has some of the most comfortable and accommodating residence halls in southern California. All students are encouraged to take advantage of these facilities.

    Safety: The Department of Campus Safety provides a safe environment for members of the campus community 24/7, 365 days a year. The FBI named Irvine one of the safest cities in the nation.

    Enjoying a hilltop setting fifty miles south of Los Angeles, eighty miles north of San Diego and six miles inland from the Pacific Ocean, Concordia University is located on a spectacular 70-acre plateau overlooking Orange County.

     

    The city of Irvine is a planned community, primarily residential but including multi-national business and industrial complexes. It is rated one of the safest cities of its size in the United States. The surroundings of the Concordia campus offer an oasis to wild life and are an ideal setting for the newest of the LCMS universities.

     

     

     

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