"Confidential Administrative Support (Confidential Administrative Support II), Human Resources Division"

Job Summary

Under general direction, the Lead HR Representative provides high-level administrative, confidential, and technical support to the Division of Human Resources. The role supports HR leadership with administrative functions, procurement, absence management, and sensitive reporting, while serving as a key liaison between front desk operations, HR leadership, and internal teams. As lead for HR Front Desk and Lobby operations, the position provides work direction to front-line staff, resolves complex inquiries, and implements process improvements using advanced knowledge of HR policies, best practices, and applicable laws. The incumbent independently manages multiple priorities and oversees key programs, including Volunteer Services, New Employee Orientation and Onboarding, and Offboarding/Separation, ensuring efficient, compliant, and service-oriented HR operations.

Responsibilities

• Coordinate and manage union-related personnel file requests in compliance with collective bargaining and legal requirements.
• Maintain and safeguard confidential HR records, including grievances, complaints, and disciplinary actions.
• Support grievance and labor relations processes by preparing documentation, correspondence, and case files.
• Respond to escalated HR inquiries for the Executive Director related to classification, compensation, and compliance.
• Develop and maintain compliant training materials and executive communications impacting labor relations and regulations.
• Track, file, and fulfill grievance, bargaining, and legal information requests; maintain official personnel files and support audits and records retention.
• Serve as functional lead and subject matter expert for onboarding, ensuring compliance with CSU, state, and federal requirements; partner with Employment Services as program ambassador.
• Provide lead direction for HR front office and onboarding staff and student assistants by planning workflows, coordinating schedules, and ensuring timely, accurate support.
• Assign and prioritize tasks, provide clear procedural guidance, and monitor work quality to maintain HR standards.
• Train and orient employees on unit procedures, systems, and customer service protocols to ensure consistent performance.
• Offer ongoing coaching, constructive feedback, and performance guidance to support employee development and operational excellence.
• Participate in hiring processes by providing input on candidate selection.
• Contribute to performance evaluations by assessing work quality, strengths, improvement areas, and overall effectiveness.
• Lead and oversee onboarding processes using CSU Recruit/Onboarding and Tracker I-9, ensuring accurate documentation and policy compliance.
• Develop, update, and deliver onboarding protocols, materials, and training; facilitate virtual and in-person onboarding sessions.
• Resolve complex onboarding issues related to eligibility, background checks, system access, and policy interpretation; advise HR partners and hiring managers.
• Maintain onboarding resources and analyze metrics to recommend process improvements and ensure CHRS readiness.
• Lead offboarding and separation processes, including compliance reporting, access coordination, and I-9 reverification.
• Administer the Volunteer Program, ensuring background checks, policy adherence, and appropriate system access.
• Lead HR front desk and daily operations; develop SOPs, improve workflows, and serve as primary contact for complex HR inquiries.
• Serve as campus liaison for absence management and maintain HR communication platforms for accuracy and continuity.
• Support HR leadership with special projects, audits, and process improvements; provide lead direction, training, and guidance to staff and student assistants.
• Perform other HR-related duties as assigned in accordance with classification standards.
• Complete all required and compliance trainings by established deadlines.
• Assist with planning and coordinating HR programs and events.

Minimum Qualifications: Required Education and Experience

• Equivalent to a Bachelor's degree in Business Administration, Human Resources, Public Administration, or related field.
• A minimum of three (3) years of progressively responsible administrative work experience with a foundational understanding of public administration principles, practices, and methods.

Required Qualifications

• Demonstrate advanced knowledge of public/business administration, operations, and fiscal management.
• Analyze data, operations, and systems to develop recommendations and policies.
• Develop strategic solutions and handle sensitive situations with consultative skills.
• Prioritize tasks, manage deadlines, and independently handle multiple projects.
• Effectively present ideas, facilitate consensus, and interact with faculty, staff, students, and external partners.
• Exhibit strong critical thinking, problem-solving, research, and conflict resolution skills.
• Maintain confidentiality and ensure compliance with state and federal employment and education laws.
• Proficient in office software and equipment (e.g., Microsoft Office, Zoom, LMS, Adobe, Google Drive).
• Perform administrative, technical, and analytical duties using independent judgment and policy interpretation.
• Provide lead direction to support staff and apply expertise to complex programs and administrative specialties.
• Organize work, apply budget policies, compile and present reports, and establish effective working relationships.

Preferred Qualifications

• Skilled in data analytics with the ability to track, analyze, and report metrics clearly.
• Experienced in using online courseware to develop communications and presentations.
• Foster positive, cooperative, and productive teamwork, building effective relationships across diverse populations.
• Excellent verbal and written communication skills, with strong command of grammar, spelling, and punctuation.
• Interpret, communicate, and apply policies and procedures effectively.
• Maintain a high degree of confidentiality.
• Strong organizational and time management skills; able to prioritize and manage multiple assignments under minimal supervision.
• Quick to learn and navigate University infrastructure, policies, and procedures.
• Flexible, proactive, and resourceful problem-solver with sound judgment and initiative.
• Customer-oriented and service-focused, with experience in educational/institutional environments.
• Proficient in Adobe Sign, Canva, Canvas, Cherwell, Concur, CSULearn, Drupal, Tracker I-9, LinkedIn Learning, Microsoft Teams, OnBase, OneDrive, PeopleSoft/CHRS, Smartsheet, Zoom, and MS Office (Outlook, Excel, Word, PowerPoint).

Compensation and Benefits

Anticipated Hiring Range: $5,607 - $6,667 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is January 5, 2026 at 11:55 pm (PST)