"Human Resources Assistant (Employee Experience)"

ArtCenter College of Design is searching for an experienced Human Resources Assistant (Employee Experience) to join our team.

The salary range for this position: $22.00 - 24.72 (35-hour work week)

Final salary is based on education, experience, skills relevant to the role, and internal equity.

About ArtCenter

Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC).

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion, access, belonging (DEIAB) and culture.

Reporting to the associate vice president, Employee Experience (AVP), the EEE assistant will provide administrative support for the day-to-day EEE operations, reception desk coverage, including calendar management for the EEE management team. The incumbent will also process student worker documents and administer independent contractor agreements.

This is a full-time position with an on-site schedule Monday through Friday with the hours of 8:30 a.m. to 4:30 p.m. 

Essential Functions

Employee Engagement Operations — 70%

• Provide administrative and clerical support to the department, including answering the phone, checking voicemail, assisting walk-ins, processing incoming mail, email and delivered packages, ordering supplies, photocopying, filing and communicating messages; monitor HR and VPHR email accounts
• Assist employees with basic information regarding College policies and procedures and benefits
• Maintain EEE’s Inside and external web pages as well as the content on the EEE lobby monitor
• Maintain documents and personnel files (paper and electronic), including filing and appropriate disposition of all confidential and sensitive documents
• Perform confidential administrative support for employee-related activities and transactions for EEE leadership
• Calendar management for EEE leadership and EEE events, i.e., schedule and coordinate one-on-ones, department meetings, candidate interviews, travel logistics, meeting rooms, event spaces, and special events
• Provide event logistical support such as, AV, signage, catering, photography and parking; and coordinate and prepare event-day activities for EEE events and meetings
• Prepare independent vendor contracts and ensure they follow IRS and the College’s guidelines and policies, including AB-5 questionnaires to verify status for new vendors
• Respond to and complete verifications of employment; conduct reference checks on job applicants
• Process unemployment claims; research and respond to unemployment claims; notify third-party administrator with employer’s responses
• Prepare expense reports, Purchase Orders (POs), corporate credit card expense reports and assist in the compilation of budget and other administrative documentation for the office

Student Hiring — 25%

• Process student hire documents, provide campus job information to student workers, including requirements for I-9, timesheets, and deadlines; work closely with Financial Aid and the Center for the Student Experience (CSE) to ensure that student worker forms are processed correctly in accordance with their status
• Set up students in Colleague
• Ensure departments understand student hiring guidelines and processes; send updates regarding policy and/or procedural changes
• Attend and represent EEE at student orientation

Non -Essential Job Functions — 5%

• Serve on educational or college-wide committees, work groups, task forces and/or councils
• Other tasks and projects as assigned

Required Qualifications:

• 1–2 years of prior experience in an administrative or customer service position
• High school diploma, HR certification or equivalent experience and education
• Customer service-focused individual with excellent written and oral communication skills, detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
• Ability to work well in a multi-ethnic and multi-cultural environment with students, faculty, staff and visitors
• Ability to work independently and as part of a team
• Strong computer skills with proficiency in MS Office Suite and the ability to learn new software
• Demonstrated experience in cultivating the values of diversity, equity, inclusion, access and belonging into work practices and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
• Ability to handle all information with tact and discretion and recognize the confidential nature of ArtCenter business

Preferred Qualifications

• Bachelor’s degree in human resources or business from an accredited college or institution
• Prior experience in a Human Resources Department
• Basic knowledge of labor and employment laws
• Prior work experience in higher education
• Experience with Ellucian and Perceptives
• Experience providing executive-level support

Physical Demands and Working Environment

The conditions herein 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 job functions.

This is a full-time position with an on-site schedule Monday through Friday with the hours of 8:30 a.m. to 4:30 p.m.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: The position is generally performed in an office setting. Primary functions require sufficient physical ability and mobility to work in an office setting or attend/work events; to sit or stand 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 (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Must be able to travel between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

Diversity Statement

ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital status, religion, sexual orientation, age, disability, veteran status, socioeconomic status and political viewpoint.

Equal Opportunity Employer

ArtCenter is committed to a policy of equal employment opportunity and does not discriminate against its employees or applicants on the basis of race (including hair texture and protective hairstyle), color, religion (includes religious dress and grooming practices), sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity, gender expression, sexual orientation, marital status, medical condition (genetic characteristics, cancer, or a record or history of cancer), military or veteran status, national origin, ancestry, disability (mental and physical, including HIV/AIDS, cancer, and genetic characteristics), genetic information, request for family care or medical leave, age (over 40), criminal background (Fair Chance Act), reproductive health decision-making, off-duty and off-premises cannabis use, or any other actual or perceived characteristic protected by applicable state or federal law. Equal employment opportunity is extended to all persons in all aspects of the employer-employee relationship, including without limitation, recruitment, hiring, upgrading, learning and professional development, promotion, compensation, benefits, leave of absence, transfer, discipline, layoff, recall and termination. This commitment applies to all persons involved in the operations of ArtCenter and prohibits unlawful discrimination by any employee of ArtCenter. Applicants who wish to request an accommodation for a disability may contact the Office of Employee Experience and Engagement at (626) 396-2470.

Applicant Rights (Prior Cannabis Use)

ArtCenter will not request information from an applicant relating to the applicant’s prior use of cannabis. ArtCenter will not use information obtained from a criminal history about an applicant or employee’s prior cannabis use, unless ArtCenter is permitted to consider that information under applicable law.

Employment At-Will

All employment with ArtCenter is for an unspecified term and is “at-will.” Employees are free to resign at any time, with or without reason, and with or without prior notice. Similarly, ArtCenter has the right to terminate the employment relationship at any time, with or without cause, and with or without prior notice. This “at-will” employment, which includes the College’s right to transfer, discipline, demote, or change the conditions of employment with or without cause and with or without prior notice, cannot be modified, amended or waived by any oral or implied agreement, and may be modified or altered only by an express individualized written employment agreement signed by both the employee and the College president

ArtCenter Employees have a Mandatory Duty to Report 

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs or designee, or the Associate Dean of Students or designee. Faculty, who have a mandatory duty to report, are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.