Human Resources Project Senior Specialist
hace 9 días
Pomona
Job Description Work Schedule: Monday through Friday; weekend and evening hours as needed to meet business need; Hybrid eligible depending on operational needs; OVERVIEW Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students. As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices. The Human Resources (HR) department consists of a team of dynamic individuals who are committed to navigating the exciting and unprecedented opportunities presented to them. HR is currently in the process of restructuring into four distinct units (Talent Acquisition, HR Systems and Compensation, Employee Experience and Manager Support), exploring new opportunities, implementing new systems, expanding outreach, cleaning up old processes, reviewing and rethinking policies and practices to add greater value to the humans they serve and the student experiences they support. It’s an exciting journey to be on, where HR can co-create and make positive changes, remove unnecessary barriers, and streamline what they do. With bold ideas, the specialized knowledge, and experiences of team members, learned failures, and constant analysis and execution—the HR department is a powerful strategic asset to ASI! POSITION DEFINITION Under the general direction of the Associate Director of Human Resources, the Human Resources (HR) Project Senior Specialist serves in the Human Resources department, supporting key initiatives across Talent Acquisition, Manager Support, Employee Experience, and Systems & Compensation facilitating the transition to the new organizational structure. This role functions as a dynamic generalist, adapting to meet evolving business needs by providing oversight, training, and operational support to staff in new roles as well as executes timely projects ensuring policy compliance. ESSENTIAL DUTIES AND RESPONSIBILITIES Cross-Functional HR Support • Requires handling of sensitive employee and company information with the utmost confidentiality, • Serve as a generalist capable of stepping into various HR functions as needed to maintain seamless department operations., • Provide temporary support in any HR unit (Talent Acquisition, Manager Support, Employee Experience, or Systems & Compensation) based on department priorities., • Step in to cover HR functions when staff are absent, ensuring continuity of service and project progress., • Assist with applicant tracking system (ATS) updates, candidate communication, and interview scheduling, as needed, • Participate in onboarding efforts by preparing new hire documentation, coordinating orientation, and assisting in first-day preparations., • Identify opportunities to improve the hiring process, ensuring efficiency and a positive candidate experience., • Serve as an initial point of contact for employees seeking HR-related support, offering guidance and referring complex issues to HR leadership, as needed, • Gather and analyze employee feedback to support initiatives that enhance workplace satisfaction and organizational effectiveness, • Work closely with HR leadership to ensure managers are equipped with the necessary tools and knowledge to lead effectively., • Assist in maintaining HR information systems (HRIS), ensuring data accuracy, reporting capabilities, and system functionality., • Ensure HR policies, procedures, and practices comply with labor laws, organizational standards, and industry best practices., • Conduct periodic audits of HR processes and records to ensure compliance with internal and external requirements., • Assist in drafting, updating, and communicating HR policies, ensuring clarity and accessibility for all employees., • Support HR leadership in responding to compliance-related inquiries and regulatory reporting requirements, • Develop and deliver training sessions for department staff in newly established roles, ensuring a smooth transition into their responsibilities, • Provide hands-on guidance to staff learning new processes, policies, and systems related to HR functions, • Serve as a key liaison for HR-related change initiatives, ensuring clear communication and employee understanding., • Facilitate discussions with employees and managers to address concerns and ensure smooth transitions during structural shifts., • Assist in the implementation of change management strategies that minimize disruption and support employee adaptation., • Coordinate HR projects ensuring alignment with organizational goals and timelines. Support HR initiatives that promote employee engagement, morale, and workplace culture., • Coordinate process improvement initiatives with the process specialist team and key stakeholders that enhance efficiency, accuracy, and employee experience within HR functions., • Track project milestones, deliverables, and risks while ensuring stakeholders remain informed of progress., • Partner with cross-functional teams to implement HR-related change initiatives, ensuring smooth adoption and execution., • Partner with HR leadership to assess the impact of changes and adjust strategies accordingly., • Support ad hoc HR initiatives, responding to emerging business needs and department priorities., • Participate in HR and organizational meetings[CW1] , providing input on initiatives, challenges, and opportunities for improvement. MINIMUM QUALIFICATIONS Education and Experience: • Bachelor’s degree from an accredited college or university in Human Resources, Business Administration, Organizational Development, or closely related field., • Minimum three (3) years of progressive HR experience, preferably in multiple HR functions, • Experience in HR project management, training, or process improvement is strongly preferred, • Demonstrated ability to maintain confidentiality and a diplomatic, demeanor, • Strong adaptability and ability to pivot between different HR responsibilities., • Excellent interpersonal and communication skills to support employees and managers effectively., • Proficiency in HRIS systems and Microsoft Office Suite; familiarity with applicant tracking systems and compensation tools is a plus., • Knowledge of employment laws, HR best practices, and compliance requirements., • Problem-solving mindset with the ability to navigate ambiguity and drive initiatives forward., • Ability to manage multiple priorities while maintaining attention to detail and deadlines. Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures., • Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions., • Working knowledge of human resources information systems, • General knowledge of the principles of personnel management, staff development, and supervision and ability to effectively utilize management skills., • Possess analytical skills with the ability to identify and analyze issues to develop, recommend, and evaluate solutions, • Technical fluency with computer skills and within a collaborative workspace utilizing electronic equipment and business-related software for word processing, spreadsheets, analysis, and reporting., • Experience in techniques, analysis, research, and development and the ability to interpret and evaluate results to develop sound conclusions and make recommendations., • Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner, • Demonstrated ability to communicate effectively, both orally and in writing, with diverse student, staff, faculty, and community members in a courteous manner with emphasis on customer service, • Ability to change priorities when needed to meet changing and overlapping deadlines, • Ability to work independently, use initiative and exercise judgment, • Ability to work with a diverse student and campus community, • Ability to establish and maintain effective working relationships within a diverse multicultural environment While performing the duties of this job, the employee is frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment and mobile devices: telephones, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 45 pounds. POSITION SENSITIVITY Based on the duties and responsibilities of this position, it has been designated to be a sensitive position. BACKGROUND CHECK A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. MANDATED REPORTING REQUIREMENT In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect. SYSTEM-WIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108: Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. COVID-19 VACCINATION CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at .