Human Resources Information Systems (HRIS) Analyst

University Corporation at Monterey Bay


Salary: $24.00 - $27.00 Hourly

Job Number: 2023-00006

Location: Ryan Ranch Office- Monterey, CA

Department: Human Resources

Description

Open Until Filled. Priority Screening Date: March 16th, 2023.

The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

POSITION SUMMARY Under direct supervision of the Corporation HR Director, the HRIS Analyst is responsible for a variety of personnel-related programs that include but not limited to; overseeing the processing of new hires, payroll data entry, and terminations. Provides customer service to all employees, supervisors, and the general public in support of the day-to-day operations of the Corporation's Payroll and Human Resources functions.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

• Acts as initial point of contact for Principal Investigator's (PI's) and department contacts for all inquiries and matters relating to employee hires, payroll, terminations, and general HR inquiries. Generates and monitors pending personnel actions and appointment end-dates.
• Maintains various forms of confidential personnel data on newly-appointed and continuing employees.
• Respond to questions and requests from employees relating to HRIS systems and on-boarding assistance.
• Oversee on-boarding process of all non-benefited hires - delegate communication sent to new hires and departments.
• Responsible for overseeing all updates in HRIS databases (ADP, GoCo, & CMS) - new hires, changes, and terminations.
• Oversight and maintenance of HRIS systems (GoCo, ADP, Equifax, Accurate Background).
• Manage the processing of Employee Status Forms (ESFs) each payroll cycle.
• Manage funding approval process of ESFs within Corporation Administration - coordinate approval and resolve issues with Post Award & Accounting staff and managers as needed.
• Manage Person of Interest (POI) additions and terms in CMS, clarify active status with departments.
• Oversee Faculty and Other Additional Employment (FAE/OAE) rate review process - verify discrepancies with Stateside Human Resources.
• Manage CA DOJ Live Scan Portal and Background check results.
• Update and manage internal ESF tracking (ESF list and ESF ends list).
• Document and update administrative procedures.
• Attend Grant Set Up Meetings and provide PIs with HR and Payroll procedures for their new grant(s).
• Attend Campus HRIT meetings when possible.
• Assists with the production of reports, statistical data, and other publications.
• Provides basic information and assistance to Corporation and University regarding Corporation's programs, policies, and procedures.
• Performs application upgrades, as well as provides training and technical support.
• Develops and implements new processes and systems for efficient HR management.
• Ensure data accuracy and integrity within the HRIS system by performing regular audits and data validation
• Provide technical support to HR staff and end-users regarding the HRIS system
• Assist with employee onboarding, including HRIS system training and support
• Generate reports and analyze HR metrics using data from the HRIS system
• Identify opportunities to improve HR processes through the use of the HRIS system
• Develop and maintain user manuals, standard operating procedures (SOPs), and other training materials related to the HRIS system

OTHER FUNCTIONS

1. Establishes and maintains effective relationships with university and Auxiliary staff, faculty, students, as well as the general public.
2. Assist auditors with document requests.
3. Maintains confidentiality and uses discretion in disseminating information.
4. Assist in other areas of HR and/or Payroll as needed.
5. Problem-solves various auxiliary-related administrative matters as they arise.
6. Takes on special projects and performs other duties as assigned.

PHYSICAL WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

WORK LOCATION

• Hybrid Position: 80-90% minimum in-office/on-site following the initial training period. Position location may change based on CSU expectations and department needs
• Work Location: 8 Upper Ragsdale Drive, Monterey, CA

KNOWLEDGE, SKILLS, AND ABILITIES

• Fully functional knowledge of and skill in standard office procedures and practices. Ability to quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, spelling, and punctuation. Ability to communicate clearly orally and in writing in a professional and effective manner with faculty, staff, students, and the public. Ability to draft and compose correspondence and standard reports.
• Ability to use personal computers and appropriate job-related software. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages. Ability to quickly learn and use new office support technology systems and software packages.
• Ability to independently handle multiple work unit priorities and projects and apply a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to establish and maintain cooperative working relationships within a diverse, multi-cultural environment.
• Ability to work independently and as part of a team in a cross-functional environment.
• Ability to learn new software quickly and adapt to changes in technology
• Ability to prioritize and manage multiple tasks simultaneously
• Ability to work independently and take initiative
• Ability to effectively train and support end-users
• Ability to communicate technical information to non-technical users
• Proficiency in data entry and data management
• Ability to maintain confidentiality and accuracy of employee information
• Strong attention to detail and ability to identify and correct data errors
• Strong project management and organization skills
• Excellent communication skills and ability to work collaboratively with HR staff and end-users

SPECIALIZED SKILLS

• Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required.
• Possess excellent writing ability and ability to prepare correspondence on complex issues.
• Ability to make sound decisions and recommendations based on thorough analysis of situations.
• Must have a professional manner and maintain confidentiality.
• Ability to quickly learn and use new office support technology systems and software packages.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

Equivalent to graduation from a four-year college or university AND two years of technical or administrative experience in relevant fields, preferably in Human Resources. OR equivalent to high school graduation AND four years of progressively responsible experience which involved monitoring and coordinating administrative work through a system of internal procedures and internal controls to ensure the efficient operation of an organization and demonstrated knowledge and abilities required for this level. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to three years of the required experience.

DESIRABLE QUALIFICATIONS

• Ability to use discretion and judgment related to issues involving the personnel and payroll.
• Payroll experience and use of payroll systems (i.e ADP, Kronos,etc..)
• College degree and higher education experience desirable.
• Experience working with an automated financial record keeping or budget system and with complex technical situations.
• Strong commitment to customer service, with a proactive and positive attitude toward assisting others.

Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current University Corporation employees who apply for the position.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are 'at-will' employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

All CSUMB/University Corporation employees must be fully vaccinated, including booster (when eligible), against COVID-19, unless they are exempt from this requirement because an exemption has been granted based on a medical contraindication or sincerely held religious beliefs. Fully vaccinated means that an individual has received all recommended doses of a COVID-19 vaccine that has received Emergency Use Authorization or full approval from the U.S. Food and Drug Administration (FDA) and that it has been at least two weeks since the final recommended dose. All students, faculty, and staff who have not been vaccinated and received a booster must test weekly beginning February 4, 2022.

See: The California State University COVID-19 Vaccination Policy

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions - This position has been designated as a sensitive position with:

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Special License or Certifications and Conditions:

• May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

Compensation and Benefits:
SALARY AND BENEFITS The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here (Download PDF reader). The hourly hiring range for this position is $24-$27. Classification: Grade 4, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide (Download PDF reader) for details about sick time, vacation, and holidays. The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to Apply:
All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/3941457/human-resources-information-systems-hris-analyst




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