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Human Resources Assistant (4722C), Library Administration - 41259

Employer
University of California, Berkeley
Location
San Francisco
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Human Resources Assistant (4722C), Library Administration - 41259 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

A highly diverse and intellectually rich environment, UC Berkeley serves a community of 30,000 undergraduate students, 11,000 graduate students, and a faculty of 1,500. The UC Berkeley Library aims to inspire and connect scholars and information to create new knowledge and to develop ideas that change the world. With 25 distinct libraries, including the Doe and Moffitt libraries, The Bancroft Library, the C. V. Starr East Asian Library, and an array of subject specialty libraries, the University Library offers services and materials that span the disciplines. The Library provides materials in all formats and offers robust services that connect users with these remarkable resources to inform their research and advance their understanding of the world. With nearly 13 million volumes, almost 100,000 active Library users, and more than 2.6 million online visitors per year, the Library's impact is vast. Learn more at http://www.lib.berkeley.edu/.

The Library Human Resources Department provides services to an organization of approximately 900 employees comprised of approximately 350 permanent employees of whom about 250 are in staff positions, 100 in academic appointments, and a range of 600 - 700 student employees. The Library workforce is represented by five bargaining units and labor contracts (AFT, ASCME, CUE, UAW and UPTE) in addition to non-represented (PPSM) workforce.

The University Library is comprised more than 20 libraries including the Doe/Moffitt Libraries, The Bancroft Library, The C.V. Starr East Asian Library, the Northern Regional Library Facility and additional libraries that serve as subject specialty resources for departments and schools.

Application Review Date

The First Review Date for this job is: September 6, 2022.

Responsibilities

EMPLOYMENT/RECRUITMENT
    Resolves non-routine problems. Interprets and researches policies. Develops recommendations to improve efficiency and establish processes to ensure the accuracy of personnel and pay processing actions. Ensures compliance to all established policies and deadlines. Interface directly with all candidates and with campus regulatory office personnel including Berkeley Regional Services (BRS), People & Culture (Human Resources), Payroll Office, and Student Employment. Interprets and implements new policies, procedures, and Library Human Resources departmental workflows within functional area of responsibility. Staff Recruitment: Process non-academic job recruitments through BRS Service Hub system. Coordinate all aspects of the recruitment process including opening and closing recruitments, job posting, application management, interview scheduling, hiring/onboarding actions, and probationary period monitoring. Coordinate and schedule remote and on campus, in-person interviews for all staff positions with interview panels and applicants. Coordinate onboarding process scheduling new employee, hiring manager, and Library HR. Manages and tracks new hire activities using internal Jira project tracking software, DocuSign, and ServiceNow case management system.
Academic Recruitment: Supports selected aspects of academic recruitment including job posting, interview scheduling, hiring activities and onboarding. Coordinate and schedule remote and on campus, in-person interviews for all staff positions with interview panels and applicants. Assist and coordinate with Library business services all reimbursements requests related to hiring and relocations. Supports search close out process working with Academic HR Analyst. Coordinate onboarding process scheduling new employee, hiring manager, and Library HR. Manages and tracks new hire activities using internal Jira project tracking software, DocuSign, and ServiceNow case management system. Prepare and process job posting vendor invoices through UC Berkeley purchasing system. Student Employment: Serves as a backup to the student recruitment coordinator as needed.
MANAGEMENT OF HR REQUESTS AND TRANSACTIONS
    Manages internal issues tracking software, Jira. Manage, assign and track all departmental requests for HR actions such as hiring, salary adjustments, separations, promotions, reclass and funding adjustments, etc. Manually transfer internal requests to the ServiceHub system. Maintain separate tracking lists for requests not tracked in Jira. Run reports from various campus systems to audit and analyze data related to HR transactions. Work with Library Business Office and human resources staff to maintain position inventory and assign correct funding to recruitments and record entries. Input data or conduct inquiries into UCPath and other systems as needed.

ACADEMIC REVIEW
    Provide support for academic review cycle process including creating and maintaining timelines, secure electronic management and delivery of dossiers, routing documents for signatures via DocuSign, and maintaining electronic documents using Adobe Acrobat and GSuite shared storage. Assist review candidates with complying with processes including dossier certification; assist library committee members with access to dossiers; redact confidential materials. Maintain official academic review records and dossier tracking throughout the academic review process.

ADMINISTRATIVE
    Provide clerical assistance, visitor screening, and reception duties for the office suite. Answer inquiries from students, staff and patrons. Performs scanning, filing, and organization of records in electronic and paper formats, as well as daily routing and filing incoming forms. Coordinate office suite conference room scheduling and facilitate set up of video conference meetings. Provide standard and custom reports, spreadsheets, charts or other data for human resources team needs. Process financial transactions (purchasing, reimbursements, etc.) for human resources team needs. Maintains employee personnel files. Updates Library HR web content using web content management software.

OTHER DUTIES
    Provides project support for the HR Generalist and Academic HR Analyst. Act as back-up for Student Employment Coordinator. Provide back-up reception. Assist Student Recruitment Coordinator with planning, organizing and administering the annual Student Appreciation Party, Retirement party and other HR Events. Perform other duties as assigned.

Required Qualifications
    Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Strong customer service skills and orientation. Ability to manage time, set priorities and complete assignments in context of frequent interruptions. Keen attention to detail for data entry, monitoring and reconciling. Ability to manage time, set priorities and complete assignments in context of frequent interruptions.

Preferred Qualifications
    Proficiency in Google Suite of software including Docs, Sheets, Forms, Gmail. General knowledge of Human Resources policies and procedures. Experience with and/or ability to learn AP-recruit and Service Hub. Knowledge of and/or ability to learn Timekeeping Management System (KRONOS/CalTime). Experience with Filemaker or similar database. Familiarity and experience in and/or ability to learn Cognos and Cal Answers for running reports.

Education
    High school diploma/GED

Salary & Benefits

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=41259&PostingSeq=1





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