Human Resources Specialist
Keck Graduate Institute, Claremont, CA, United States
Position Overview
Human Resources Specialist – A highly motivated and experienced HR professional to join our dynamic team. The role reports to the Assistant Vice President and Chief Human Resources Officer, supporting institutional HR initiatives and partnering with departments across the organization.
Education and Experience
Bachelor’s degree in a related field with 1–3 years of HR experience. Experience in private sector higher education and Workday is preferred; candidates from other industries or agency backgrounds should demonstrate understanding of a higher‑education environment. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Essential Functions and Responsibilities
Human Resources Operations
Oversee 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, and handling new hire packages and I‑9 documentation.
Provide guidance on procedures, address process discrepancies, and stay current on wage and hour regulations.
Collaborate with the Financial Aid office to facilitate the Federal Work Study program by posting positions, coding FWS employees in the HRIS, ensuring accurate work tags, and providing reports.
Process invoices and coordinate orders for business cards and name badges.
Coordinate faculty and staff meetings, create agendas and presentation slides, and engage with the president’s cabinet when necessary.
Plan, coordinate, and schedule HR-related activities and events.
Support HR compliance and legal issues, manage employee files, and handle HR inquiries and projects.
Maintain HR records for training, benefits, employee relations, performance evaluations, classifications, and I‑9s.
Research and analyze HR topics to assist in resolving issues or creating solutions.
Assist with the recruitment and hiring process, including posting job ads, creating job descriptions, screening resumes, and scheduling interviews.
Provide administrative support to the Assistant Vice President and Chief Human Resources Officer and the HR team.
Perform other related duties as directed.
Payroll Coordination and Departmental Compliance
Serve as a backup for bi‑weekly payroll processing, including staff time and attendance documents, special payments, and required documentation.
Communicate with supervisors regarding payroll deadlines for student workers on a biweekly basis.
Assist supervisors and student workers with payroll issues and time tracking.
Process payroll and FWS adjustments as requested by the Office of Sponsored Research and Projects and the Financial Aid Office.
Reconcile and problem‑solve payroll issues, communicating solutions to the Assistant Vice President and Chief Human Resources Officer and to employees as needed.
Respond to audit requests related to payroll and benefits.
Maintain institute‑wide personnel files and records databases.
Administer day‑to‑day HR operations, ensuring compliance with institutional policies and employment laws.
Required Knowledge, Skills and Abilities
Experience with HRIS systems; advanced knowledge of Workday preferred.
Critical thinking to analyze emails, documentation, policies, and processes to resolve inquiries.
Self‑directed, well‑organized, creative, and capable of working with integrity.
Ability to analyze, summarize, and present complex data clearly, verbally and in writing.
Adaptable work style, curiosity, composure, tact, diplomacy, and sense of humor.
Ability to manage multiple projects, prioritize conflicting assignments, and meet deadlines.
Strong customer service, organizational, analytical, and problem‑solving skills; cooperates with diverse people.
Excellent written and verbal communication; can present to large groups.
Knowledge of employment regulations and effective HR principles.
Ability to work extended days and, periodically, weekends as needed to meet department goals.
Hours, Classification, and Status
This is a regular, full‑time, benefits‑eligible, non‑exempt position. Regular hours are Monday‑Friday, 8:30 a.m. – 5:00 p.m.; hours may vary to meet departmental needs.
Pay rate: $30.00 – $33.65 an hour, determined by internal equity, experience, education, and training. The institute maintains a no‑negotiation policy. Benefits include a comprehensive compensation package (details at https://services.claremont.edu/benefits-administration/).
Physical and Mental Requirements
Maintain good concentration while managing interruptions; attention to detail and accuracy. Normal seated position for extended periods, occasional standing and reaching. Use of keyboard and hand/finger dexterity required. Ability to lift up to 20 lbs., travel locally, and stand for prolonged periods at events. Ability to work extended hours and weekends as needed.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate 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, veteran status, genetic information, or any other characteristic protected by 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 available). Keck Graduate Institute participates in E‑Verify.
How to Apply
Please submit a letter of interest, résumé, and at least three professional references (manager, direct report, coworker). Applications are reviewed confidentially until an appointment is made.
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Human Resources Specialist – A highly motivated and experienced HR professional to join our dynamic team. The role reports to the Assistant Vice President and Chief Human Resources Officer, supporting institutional HR initiatives and partnering with departments across the organization.
Education and Experience
Bachelor’s degree in a related field with 1–3 years of HR experience. Experience in private sector higher education and Workday is preferred; candidates from other industries or agency backgrounds should demonstrate understanding of a higher‑education environment. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Essential Functions and Responsibilities
Human Resources Operations
Oversee 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, and handling new hire packages and I‑9 documentation.
Provide guidance on procedures, address process discrepancies, and stay current on wage and hour regulations.
Collaborate with the Financial Aid office to facilitate the Federal Work Study program by posting positions, coding FWS employees in the HRIS, ensuring accurate work tags, and providing reports.
Process invoices and coordinate orders for business cards and name badges.
Coordinate faculty and staff meetings, create agendas and presentation slides, and engage with the president’s cabinet when necessary.
Plan, coordinate, and schedule HR-related activities and events.
Support HR compliance and legal issues, manage employee files, and handle HR inquiries and projects.
Maintain HR records for training, benefits, employee relations, performance evaluations, classifications, and I‑9s.
Research and analyze HR topics to assist in resolving issues or creating solutions.
Assist with the recruitment and hiring process, including posting job ads, creating job descriptions, screening resumes, and scheduling interviews.
Provide administrative support to the Assistant Vice President and Chief Human Resources Officer and the HR team.
Perform other related duties as directed.
Payroll Coordination and Departmental Compliance
Serve as a backup for bi‑weekly payroll processing, including staff time and attendance documents, special payments, and required documentation.
Communicate with supervisors regarding payroll deadlines for student workers on a biweekly basis.
Assist supervisors and student workers with payroll issues and time tracking.
Process payroll and FWS adjustments as requested by the Office of Sponsored Research and Projects and the Financial Aid Office.
Reconcile and problem‑solve payroll issues, communicating solutions to the Assistant Vice President and Chief Human Resources Officer and to employees as needed.
Respond to audit requests related to payroll and benefits.
Maintain institute‑wide personnel files and records databases.
Administer day‑to‑day HR operations, ensuring compliance with institutional policies and employment laws.
Required Knowledge, Skills and Abilities
Experience with HRIS systems; advanced knowledge of Workday preferred.
Critical thinking to analyze emails, documentation, policies, and processes to resolve inquiries.
Self‑directed, well‑organized, creative, and capable of working with integrity.
Ability to analyze, summarize, and present complex data clearly, verbally and in writing.
Adaptable work style, curiosity, composure, tact, diplomacy, and sense of humor.
Ability to manage multiple projects, prioritize conflicting assignments, and meet deadlines.
Strong customer service, organizational, analytical, and problem‑solving skills; cooperates with diverse people.
Excellent written and verbal communication; can present to large groups.
Knowledge of employment regulations and effective HR principles.
Ability to work extended days and, periodically, weekends as needed to meet department goals.
Hours, Classification, and Status
This is a regular, full‑time, benefits‑eligible, non‑exempt position. Regular hours are Monday‑Friday, 8:30 a.m. – 5:00 p.m.; hours may vary to meet departmental needs.
Pay rate: $30.00 – $33.65 an hour, determined by internal equity, experience, education, and training. The institute maintains a no‑negotiation policy. Benefits include a comprehensive compensation package (details at https://services.claremont.edu/benefits-administration/).
Physical and Mental Requirements
Maintain good concentration while managing interruptions; attention to detail and accuracy. Normal seated position for extended periods, occasional standing and reaching. Use of keyboard and hand/finger dexterity required. Ability to lift up to 20 lbs., travel locally, and stand for prolonged periods at events. Ability to work extended hours and weekends as needed.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate 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, veteran status, genetic information, or any other characteristic protected by 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 available). Keck Graduate Institute participates in E‑Verify.
How to Apply
Please submit a letter of interest, résumé, and at least three professional references (manager, direct report, coworker). Applications are reviewed confidentially until an appointment is made.
#J-18808-Ljbffr