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Human Resources Job Description

Overview
WORKING TITLE
  • Human Resources Specialist
    		•  PERCENT OF FULL
  • 100
    		•
    DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Under direction of the Human Resources Manager, responsible for staff and student employee human resources administration for Housing & Dining Services department consisting of 9 divisions, with more than 500 staff employees, 600-700 student employees. Responsible for any or all of the following: Employee relations consultation, coordination of full recruitment process , providing guidance and assistance to managers, supervisors, staff and job applicants on employment practices, and policies, job description management and quality control, classification, compensation, benefits, FMLA/disability leave and records management, and annual performance appraisal process. Develops and implements training programs and staff career development as required. Manages records by establishing standards and creating systems for security and organization. Consult with managers, supervisors and leads on organizational issues. Manages maintenance and audit of Housing Services staffing model and FTE list. Manages daily operation of HR office including direct supervision and evaluation of student staff. Provides training to career staff. In conjunction with HR Manager, establishes short and long-range goals for unit. May assist in preparation and proposal of unit budget. Completes special projects as requested by Human Resources Manager. Maintains strict confidentiality. Acts in absence of Human Resources Manager.
    • SPECIAL CONDITIONS OF EMPLOYMENT
  • Variable schedule to include occasional overtime and weekends to meet heavy workload periods. Valid CA Driver License and good driving record.
    • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
  • 1-2 various, Assistant II Student, -49%
    • EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • Yes
    		•  IS C.O.I. DISCLOSURE REQUIRED
  • No
    		•
    IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
    		•  (Dept only) REQUESTED HEERA
  • All Others, not Confidential
    		•
    (Central HR only) APPROVED HEERA
  • All Others, not Confidential
    		•
    FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  RECRUITMENT MANAGEMENT/TRAINING ACTIVITIES     		%TIME
    35%    		 ESSENTIAL
    True
    TASKS
    Initiates and manages recruitments for the various HDH Divisions. This includes preparing job description(s), opening requisitions, developing and arranging for advertising, coordinating the completion of standard screening and selection forms, and assisting the hiring manager with the entire process. This includes all types of recruitments such as full recruitments, internal recruitments, student-to-staff exceptions and short-term exceptions. Works in conjunction with Manager in the application screening process. Responsible for preparing final hiring report for manager’s signature

    Establishes, documents, and implements standard hiring procedures throughout all nine divisions of HDH.

    Assists hiring managers with formulation of fair and objective interview questions.

    In conjunction with the hiring manager and HR Manager, ensures that all University Equal Opportunity requirements are fulfilled, that jobs are appropriately and fairly advertised, and that candidates are evaluated fairly and objectively.

    In conjunction with the hiring manager, ensures that all standard screening and selection forms are utilized and completed fairly and accurately. Assists the hiring manager with the entire process to ensure that recruitments are completed in an expedient manner. Reviews all Selection Reports prior to their submission to Campus HR.

    Provides information to hiring managers on salary ranges, equity information, and hiring salary polices.

    As required, assists hiring manager with initial applicant screening and interview arrangements.

    In conjunction with the Training Coordinator, plans, develops and conducts a variety of training programs. This includes staff retreats, various work safety topics, all staff meetings, and computer training.

    Independently plans, develops and conducts orientation training for new career staff and/or limited-service employees in either a one-on-one or group setting. This includes an overview of the department, work rules and employee handbook, training in customer service, work safety and sexual harrassment prevention.
    FUNCTION NAME
    (2.)  OUTREACH ACTIVITIES     		%TIME
    30%    		 ESSENTIAL
    True
    TASKS
    In conjunction with HR Manager, develops annual recruitment and outreach plan as well as annual Affirmative Action plan. Tracks advertising and action items to be included in Annual Affirmative Action report.

    Participates in on and off campus job fairs. Represents UC San Diego and Housing & Dining Services and provides information to the public on employment opportunities and the employment processes at the department and at the University. This includes researching, planning, implementing and coordination preparation of handouts, booth set up, parking arrangements and other related details.

    Assists HRD Manager with implementation of department Affirmative Action Plan. This includes identification of Affirmative Action goals for each recruitment, creation of recruitment plans and taking appropriate action to ensure diverse applicant pools.

    Identifies internal promotional opportunities within the department and ensures that staff who would benefit from such opportunities are notified in a timely fashion and that they have access to the resources necessary to apply (i.e Applicant Toolkit, etc).

    Identifies and researches outreach resources within the local community. Builds and maintains positive relationships with local community organizations in order to improve outreach and build diverse, qualified applicant pools.

    Assists employees and potential applicants from outside the department and University with resume development. Provides assistance and information to individuals desiring to enter their resumes into UCSD's on-line resume database and apply for positions.

    Provides one-on-one and group training to current HDS employees on using the Applicant Toolkit and applying for jobs at UCSD.

    Coordinates distribution of job announcements within Housing & Dining Services including e-mail and staff web site announcements.

    Independently plans and implements the yearly Dining Services and Retail Services hiring fair. This includes planning and implementing all aspects of advertising, parking, schedule of day of event interviews, coordination with hiring managers and post-event new hire orientation and related orientation paperwork/follow-up.
    FUNCTION NAME
    (3.)  TRAINING AND EMPLOYEE DEVELOPMENT    		 %TIME
    20%    		 ESSENTIAL
    True
    TASKS
    Independently manages employee training standards and records. Tracks training needs and ensures that all Housing & Dining Services employees participate in required programs to meet departmental and University standards. Arranges for all employees to participate in required health and safety training on an annual basis. Advises managers and supervisors of their staff’s training needs.

    Plans, develops and facilitates training programs including but not limited to new career employee orientation, all-staff in-services, Manager/Supervisor training, various safety training programs, computer training and other events as requested. Designs and coordinates implementation of other various training, including unit specific training for individual Housing Services units.

    Analyzes staff training needs and makes recommendations on annual training goals to HR Manager.

    Provides career development consultation to staff. Provides constructive feedback on transferable skills, resume development and interview skills.

    Develops training tools and materials for use in programs described above.
    FUNCTION NAME
    (4.)  COMMUNICATION AND CUSTOMER SERVICE    		 %TIME
    15%    		 ESSENTIAL
    True
    TASKS
    Effectively communicates with staff, students, customers and the campus community orally, in writing and electronically.

    Establishes and maintains a positive and cooperative working relationship with members of the department and the campus community. Identify and resolve problems to enhance customer service and the quality of the work environment. Solicits feedback and maintains open channels of communication.

    Promotes positive attitude about UC San Diego and Housing & Dining Services, including communicating all related policies and philosophy. Promotes and maintains effective and positive public relations within each division.

    Establishes and maintains service standards for customer service and public relations.

    Participate on departmental committees and in meetings or conferences to represent the HR unit.

    Provides professional role model for staff in appearance, demeanor, and attitudes.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Working knowledge of UCSD organizational structure, policies and procedures and other UC regulations. This includes human resources, accounting/purchasing policies and procedures. Preferred
      Computer knowledge and skill to use e-mail, word processing, data base management and spreadsheet software applications and web browsers, preferably Word, Windows, Excel, Access and UCSD software applications IFIS, ISIS, and PPS Required
      Working knowledge of UCSD recruitment processes and procedures. Knowledge of HireOnline database. Preferred
      Experience with various collective bargaining agreements in effect at UCSD. Preferred
      Experience recruiting in a restaurant, hotel or hospitality environment. Preferred
      Experience managing a broad scope of complex personnel and related functions including but not limited to recruitment, selection, discipline, termination/layoff, employee relations, labor relations, performance evaluation, benefits administration, diversity, etc. Required
      Ability to interpret and apply UCSD policy and procedures and collective bargaining agreements. Required
      Demonstrated ability to exercise initiative, excellent judgement and tact in managing and completing administrative operations, maintaining confidentiality and handling sensitive matters in the absence of close supervision. Required
      Demonstrated knowledge of UCSD personnel policies as they apply to staff and student employment. Working knowledge of UCSD policies and procedures related to staff personnel administration. Preferred
      Strong mathematical skills and ability to accurately run complex calculations to create and monitor budgets and track labor costs, project costs, and LOA and workers compensation cases. Required
      Proven interpersonal and communication skills, both oral and written, including knowledge of correct English grammar, spelling, punctuation and usage. Proven ability to exercise tact, mature judgment, confidentiality, diplomacy and flexibility to promote positive working relationships and job effectiveness. Required
      Demonstrated organizational and time management skills. Ability to manage multiple projects that require the independently planning, organizing and prioritizing daily operations and projects in order to meet deadlines. Required
      Leadership skill and experience in providing work direction, training, and evaluating the work of others. Required
      Skill and creativity to administer new procedures, processes and practices that recognize consistent and constant changing work patterns. Required

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