"Human Resources Specialist HRIS/Data/Operations"

Position Category:

Staff (Non-Exempt)

FLSA:

Non-exempt

FTE:

1.0

Location:

Thousand Oaks

University Background:

The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function:

Reporting to the Talent Acquisition & HR Operations Manager, this position provides technical and administrative support for Human Resources operations. Primary responsibilities include maintaining HRIS systems, ensuring data integrity, and supporting HR and payroll-related processes. The role manages employee data, onboarding activities, position and personnel records, and supports reporting, audits, process improvements, benefits administration, and general HR operations in accordance with University policies and applicable regulations.

Representative Duties:

• Provides maintenance and ongoing administration of multiple Human Resources Information Systems (HRIS) and related applications, including the applicant tracking system and Dynamic Forms (e.g., Colleague, eMAP), ensuring data integrity, accuracy, and compliance.
• Performs data entry, validation, and routine data integrity audits for employee personnel actions, job data, pay changes, organizational structure updates, and supporting documentation across multiple HR systems and applications.
• Establishes and maintains employee positions and organizational data within HR systems; identifies system issues affecting HR data or processes and coordinates resolution with appropriate internal or external resources, as needed.
• Collaborates with Payroll to support accurate payroll processing by preparing and reviewing change reports, tracking updates between HRIS and payroll systems, and reconciling records to ensure consistency.
• Researches, compiles, and prepares standard and ad hoc HR reports, ensuring accuracy, completeness, and timely delivery.
• Coordinates and administers the new hire onboarding process, including onboarding sessions, completion and verification of required employment documentation (e.g., I-9 and E-Verify), assignment of onboarding materials, background checks, and initial establishment of personnel files.
• Maintains, audits, and safeguards employee records and confidential personnel files in compliance with University policies and applicable laws, including required compliance audits (e.g., I-9 reviews).
• Provides basic benefits administration support, including employee data updates, enrollment and status changes, coordination with payroll and vendors, and support for Workers' Compensation and unemployment insurance processes.
• Coordinates communication with employees, applicants, departments, administrators, and external parties to provide information and assistance regarding HR policies, procedures, personnel records, and benefits-related inquiries.
• Assists with the development, review, and improvement of HR protocols, processes, and materials; participates in special projects and departmental initiatives; and represents the department at meetings and events, as assigned.
• Performs other duties as assigned.

Knowledge Of:

• University rules, policies, procedures, and applicable administrative practices.
• Departmental rules, policies, and procedures related to Human Resources operations.
• Methods, practices, terminology, and procedures used in human resources administration.
• Applicable federal and state employment laws and regulations affecting personnel records, onboarding, and HR operations.
• HRIS and related systems, including Ellucian Colleague, Informer, and applicant tracking systems.
• Payroll-related processes as they relate to HR data entry, personnel actions, change reporting, and coordination with Payroll (not payroll processing).
• Basic payroll concepts, including pay status changes, effective dates, and reconciliation of HRIS-to-payroll data.
• Benefits administration processes and employee data maintenance.
• Record-keeping standards, confidentiality requirements, and document retention practices for personnel files.
• Correct English usage, grammar, spelling, punctuation, and professional business communication.
• Proper business correspondence and telephone etiquette.
• Basic research techniques and data validation practices.
• Principles of modern office practices, procedures, and office equipment.
• Basic budgeting concepts related to monitoring and tracking (not budget authority).

Ability To:

• Perform a variety of complex and detail-oriented administrative and technical tasks.
• Interpret and apply rules, regulations, policies, and procedures accurately and consistently.
• Manage multiple concurrent assignments, prioritize work effectively, and meet established deadlines.
• Analyze situations, exercise sound judgment, and resolve issues in a timely and appropriate manner.
• Perform basic arithmetic calculations and verify data accuracy.
• Maintain a high level of attention to detail to ensure accuracy and data integrity.
• Communicate effectively, both verbally and in writing, with clarity and professionalism.
• Establish and maintain effective working relationships with students, faculty, staff, administrators, and external contacts using tact, diplomacy, and professionalism.
• Provide high-quality customer service with a strong service-oriented approach.
• Answer telephones and greet the public in a courteous and professional manner.
• Maintain strict confidentiality and exercise discretion when handling sensitive or confidential information.
• Work independently with minimal supervision as well as collaboratively as part of a team.
• Understand and follow written and verbal instructions to complete assigned duties accurately.
• Plan, organize, and prioritize work to meet deadlines and support departmental operations.
• Coordinate the maintenance of records and files, ensuring accuracy and compliance with retention requirements.
• Assemble, organize, and prepare data for reports, audits, and recordkeeping purposes.
• Develop and maintain tracking tools and reports using Microsoft Office and related software.
• Maintain current knowledge of applicable federal and state employment laws and HR-related regulations.
• Operate a computer and standard office equipment, including HRIS and office software applications.

Minimum Qualifications:

Any combination equivalent to: two years of college coursework and three (3) years of progressively responsible administrative or human resources experience, which includes experience working with human resources systems, databases, payroll administration or HR administrative support.

Preferred Qualifications:

Human resources experience in a higher education setting.
Experience with Ellucian Colleague.
Experience with payroll system

Licenses and Other Requirements:

None

Physical Abilities:

Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:

Office environment with frequent interruptions.

Hiring Range

$27-$30

Posting Number:

Staff004822022

Open Date:

01/23/2026

Close Date:

2/8/2026

Application Procedure/Special Instructions

To apply, visit https://careers.callutheran.edu/postings/12992