Hybrid Human Resources Systems Assistant bei Associated Students, Inc.

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. 

DEPARTMENT INFORMATION

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 direct supervision of the Human Resources (HR) Systems and Compensation Manager, the HR Systems Assistant will assist with the accurate data entry of HR data dashboards, reports, and analysis ensuring key metrics are attained. In alignment with ASI’s guiding ideas, the HR Systems Assistant will contribute to and maintain a student learning-centered HR Department by working collaboratively with organizational stakeholders. 

ESSENTIAL DUTIES 

HR Systems 

• Accurate data entry of the current and future HR information system software 
• Assists with the development, documentation, and implementation of user training manuals and system guidelines and regular communications of HRIS processes to users
• Update information in connection with the HR data dashboards, reports, ensuring key organizational and departmental metrics are attained
• Inputs accurate, timely data entry into HRIS system to include but not limited to position changes, additional positions, pay rate changes and separations throughout the employee life cycle
• Assists with providing various reports for decision making and audits upon request
• Creation of personal action forms on behalf of department hiring managers for all employee life cycle events
• Assist with accurate and timely requesting final checks in compliance with relevant and current laws
• Conduct monthly reports and quarterly ASI headcount reports, taking appropriate action as needed
• Conduct the university student eligibility process

General

• Maintains an inclusive department environment by providing exceptional customer service for ASI staff, management and off-campus constituents 
• Actively stays updated on current human resources technology, trends, and compliance with all legal requirements  
• Actively engage in all ASI team learning and training 
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner 
• Attends all ASI required training, including but not limited to, annual all staff and department retreats
• Performs other related duties, as assigned

MINIMUM QUALIFICATIONS

• Excellent analytical skills and ability to interpret data, identify trends and produce statistical reports
• Experience within a university or nonprofit environment preferred. 

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to utilize problem-solving techniques to evaluate complex human resources challenges, understand and apply applicable rules and regulations 
• Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions.
• Ability to plan, direct, and review a variety of activities and meet important deadlines. 
• Ability to analyze financial and statistical data and prepare comprehensive compensation financial reports with a high level of accuracy.
• Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures. 
• General knowledge of the principles of personnel management and supervision and ability to effectively utilize management skills.
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• 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.
• Knowledge of customer service standards and ability to create policies and procedures as well as motivate, train, and ensure staff provide quality service to all stakeholders. 
• Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner.
• Must be able to establish and maintain effective working relationships within a diverse multicultural environment.
• Technical fluency with computer skills using standard office software (e.g. Microsoft Office Suite) and databases.
• Ability to work with limited supervision, takes initiative and makes sound decisions within established guidelines 
• Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor
• Ability to prioritize tasks, display initiative and remain flexible in a changing environment

WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, computer, calculator, copier and fax.       

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  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.  

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.

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

 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. 

SYSTEMWIDE 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. http://www.calstate.edu/EO/EO-1108.html 

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 https://calstate.policystat.com/policy/11030468/latest.