Human Resources Assistant - 132434

Payroll Title:
BLANK AST 3 Department:
MARINE BIOLOGY Hiring Pay Scale
$28.51 - $31.22/ Hour Worksite:
SIO Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 hrs/day, Mon-Fri

#132434 Human Resources Assistant
Filing Deadline: Wed 10/9/2024
Apply Now

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment : Apply by 09/30/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 10/09/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of onsite in La Jolla and remote work, subject to change due to business needs.

DESCRIPTION

Under general supervision, serve as the SIO Biology Section primary contact and resource for all casual-restricted student employee, Visiting Scholar (VS), and Visiting Research Scholar Intern (VRSI) appointments. The Biology Section is comprised of three distinct and diverse research units, the Integrative Oceanography Division (IOD), Marine Biology Research Division (MBRD), and Center for Marine Biotechnology and Biomedicine (CMBB). Independently review and determine eligibility, interpret policies and consult with management and central offices, proposing alternatives and solutions when necessary. Serve as the primary resource to staff, supervisors, and PI's on student employment policies and procedures for casual-restricted employment. Administer all aspects of the student employment process including recruitments, exceptions, equities, separations, entries into UCSD Handshake student employment portal, entries into UCPath, etc., ensuring compliance with established University policies and procedures. Serve as the primary resource for all VS and VRSI appointment actions. Complete all required paperwork, conduct thorough review of documentation, enter appointment and other information into campus systems (i.e. Research Scholar Appointment System (RSAS), UCPath, etc.), and communicate regularly with appointees and PI sponsors. Responsible for processing visas associated with visiting titles and submissions into the online iServices visa application portal. Follow appropriate procedures in a timely manner to obtain visas, and for processing extensions and changes. Keep up-to-date with current and changing immigration laws in order to serve as a section resource. Provide superb customer service in a fast-paced office, answering questions and resolving problems. Perform general HR support such as requesting UCSD email accounts for visitors and work email accounts for casual-restricted students; updating SIO People Database; creating and maintaining accurate spreadsheets; creating standard and unique reports for a variety of purposes including record-keeping, statistical information, and historical actions; creating and maintaining various electronic files; updating section email and building aliases; assisting with online on-boarding of various personnel categories; maintaining multiple bulletin boards; assist with SIO Biology Section events; running errands by walking and/or driving a University vehicle; ensuring casual-restricted appointees and visitors, supervisors, and PI's are aware of safety training requirements and compliance to the Injury and Illness Prevention Program (IIPP) and Lab Safety; providing administrative support to SIO Biology Section HR team, and working on special projects and tasks as needed. Perform as back-up for processing visiting graduate student and volunteer appointment actions.

QUALIFICATIONS

• Knowledge of human resources administration. Prior experience in employment processes; experience implementing policies and procedures as they relate to areas of human resources.
• Experience with various visa types and related restrictions on employment. Knowledge of immigration/visa regulations. Ability to understand, analyze, interpret, and recommend actions for foreign employment. Ability to convey information to personnel with potentially limited language and cultural comprehension.
• Experience in the preparation and processing of visa applications and ability to process detailed documents accurately. Skills to research emerging and new federal regulations regarding visa status and changes in status for visitors and their dependents extensions of stay, travel outside of the US, etc. Familiarity with tax treaties. Ability to interpret University and INS visa, immigration and non-resident tax regulations related to employment.
• Strong skills in computer systems/business software (i.e. MS Office for Excel and Word). Proven experience and high level of skill in the creation and use of spreadsheets. Familiar with Docusign (in preparation, acting on, and managing).
• Experience with web-based applications, database entry, email, and MS Outlook calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Demonstrated experience learning new systems and software.
• Experience drafting letters, email templates, and other documents from scratch. Ability to effectively and independently compose, edit, and proofread letters, correspondence, instructions, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.
• Excellent communication skills, including written and oral, in person, and on the phone. Ability to express verbally, or in writing, one's position, plan of action, evaluation or interpretation in a professional, concise, and courteous manner.
• Strong organizational, time management, and multi-tasking skills for a large volume of work. Demonstrated ability to establish job priorities and meet deadlines with frequent interruptions and constantly changing priorities. Demonstrated strong attention to detail and accuracy in work in a fast-paced office environment.
• Strong analytical and problem-solving skills. Demonstrated skill to analyze, formulate solutions, and resolve problems. Ability to analyze and make recommendations based on various policy statements. Ability to appropriately apply policies and procedures.
• Superb customer service skills, with experience in responding to requests in a timely manner.
• Self-motivation skills to take initiative, work independently, exercise good judgment, make decisions, originate documents and written work to meet specific University guidelines, and to independently follow tasks through to completion and to take ownership of work performance.
• Demonstrated strong interpersonal skills, including tact, diplomacy, sensitivity, and flexibility with the ability to effectively interact with a diverse group of faculty, students, staff, volunteers, and visitors.
• Ability to maintain strict confidentiality and handle sensitive matters with discretion.

SPECIAL CONDITIONS

• Must be willing to work overtime as required to fulfill position responsibilities and to assist with meeting various deadlines, particularly during May/June and August/September.
• Background check required. Valid California Driver's License preferred and may be subject to DMV records check.
• This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote. This is subject to change due to business needs.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.