Human Resources Specialist

Human Resources Specialist

Company: Keck Graduate Institute

Job Location: Claremont, California

Category: Human Resources

Type: Full-Time

Job Posting Title: Human Resources Specialist

Job Description

Position Overview:

We are seeking a highly motivated and experienced Human Resources Specialist to join our dynamic team. Reporting to the Assistant Vice President and Chief Human Resources Officer, this role plays a key part in supporting institutional HR initiatives and partnering with departments across the organization.

The HR Specialist will help ensure smooth, efficient day-to-day HR operations and be responsible for coordinating the student employment process, HR departmental activities, serving as a backup for bi-weekly payroll, and responding to general HR inquiries from students, staff, and faculty.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.

Education and Experience:

Bachelor's degree in a related field and 1-3 years of experience working in Human Resources. Experience in private sector higher education and Workday is preferred. Candidates from other industries or agency backgrounds should demonstrate their understanding of and ability to work effectively in a higher-education environment. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the duties of the position may be considered.

Essential Functions and Responsibilities:

Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

Human Resources Operations

• Oversee and serve as a primary resource for KGI's student employment onboarding and orientations, including preparing position descriptions, posting jobs on the student portal Handshake, preparing offer letters, entering new hire data into the HRIS, preparing new hire packages, collecting I-9 supporting documentation, and sending notifications to various departments. Provide guidance on procedures, address process discrepancies, and stay current on wage and hour regulations, including minimum wage requirements.
• Collaborate with the Financial Aid office to help facilitate the Federal Work Study (FWS) program by posting FWS positions, coding FWS eligible students as FWS employees in the HRIS and, ensuring accurate work tags are processed to ensure proper allocation of wages, as well as providing reports or other data as needed.
• Process invoices and coordinate orders for business cards and name badges, ensuring accuracy, timely fulfillment, and proper recordkeeping.
• Coordinate faculty and staff meetings, including creating agendas, presentation slides, and engaging with the president's cabinet when necessary.
• Oversee the planning, coordination, and scheduling of HR-related activities and events, ensuring effective organization and communication
• Provide day-to-day HR support for HR compliance and legal issues, including managing employee files, and handling HR inquiries and projects.
• Coordinate, process, verify, and maintain HR-related work, including but not limited training, benefits, employee relations, performance evaluations, classifications, and I-9s.
• Research and analyze HR related topics to assist in resolving issues and/or creating solutions.
• Assist with the recruitment and hiring process, including posting job ads, creating job descriptions, screening resumes, and scheduling interviews.
• Provides administrative support to the Assistant Vice President and Chief Human Resources Officer and HR team.
• Perform other related duties and assignments as directed.

Payroll Coordination and Departmental Compliance

• Serve as a backup for bi-weekly payroll processing; including staff time and attendance documents, process special (off-cycle) payments, and maintain required documentation.
• Assist with communication with supervisors for payroll deadlines for student workers and on a biweekly basis, adhering to strict deadlines.
• Assist supervisors and student workers with any issues regarding time tracking/payroll entries.
• Assist with processing payroll and FWS adjustments as requested by the Office of Sponsored Research and Projects and the Financial Aid Office in cases where grants were not charged before payroll closed.
• Reconcile and problem-solve time tracking/payroll issues and accompanying records, communicate solutions directly to the Assistant Vice President and Chief Human Resources Officer, and directly to the employee as needed.
• Respond to internal and external audit requests pertaining to payroll and benefits.
• Maintain Institute-wide personnel-related files and records databases for all employee-related information, which may include training licenses and transcripts, ensuring the database remains up-to-date and accurate.
• Administer and support day-to-day HR operations, ensuring compliance with institutional policies and applicable federal, state, and local employment laws.

Required Knowledge, Skills and Abilities:

Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Experience and working knowledge of HRIS systems, platforms, and applications (Advanced knowledge and experience with Workday preferred).
• Ability to apply critical thinking to analyze past email communications, documentation, policies, and processes to independently address and resolve inquiries.
• Well-organized, creative, and self-directed individual who exhibits a high level of integrity that inspires trust and confidence.
• Proven ability to analyze, summarize, and present complex data to various constituencies in accessible terms, both verbal and in writing.
• Possess an adaptable work style, curiosity, composure, tact, diplomacy, and a sense of humor.
• Ability to work on multiple projects simultaneously, prioritize conflicting assignments, and maintain focus on project completion and time management.
• Must possess well-developed customer service, organizational, analytical, and problem-solving skills and the ability to work cooperatively with diverse people.
• Strong communication skills (written and verbal), including the ability to present to large groups.
• Knowledge of employment regulations and effective HR principles.
• Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.

Hours, Classification, and Status:

This is a regular, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday, 8:30 am-5:00 pm. Hours will vary to meet the needs of the department or the Institute.

Pay rate: $30.00 - $33.65 an hour. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training. Selected candidates will be offered a starting salary based on years of aligned experience and any specialized training or certifications (if preferred for the position). All offers will be made within the posted pay range and are not eligible for negotiation above the maximum. Our institute is deeply committed to equity and thus maintains a no-negotiation policy.

KGI offers a comprehensive compensation and benefit package. To learn more, visit https://services.claremont.edu/benefits-administration/

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.

Ability to travel locally as needed to meet business requirements, which may include driving or other modes of transportation. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off campus.

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and at least three professional references (a manager, a direct report, if applicable, and a coworker).

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment.

Employment Eligibility:

Applicants must be authorized to work in the United States on a full-time basis without employer sponsorship. No visa sponsorship is available from Keck Graduate Institute.

KGI is a participating employer in E-Verify and uses the system to confirm the employment eligibility of all newly hired employees as required by federal law. For more information about E-Verify, please visit www.e-verify.gov.

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