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Job Posting Title:
Assistant Director for Human Resources
The Assistant Director for Human Resources (Assistant Director) performs a broad range of responsibilities that vary in complexity in support of services, programs, and functions for the Office of Human Resources. Duties and responsibilities are varied and confidential in nature and require knowledge and experience related to recruitment, compensation, payroll, policy administration, performance management, EDD management, and COVID administration.
Responsibilities are performed independently under general supervision of the Senior Director for Human Resources. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The Assistant Director interacts with a broad array of constituencies which may include members of the President’s Cabinet, students, alumni, faculty, staff, The Claremont Colleges Services (TCCS), and other Claremont Colleges.
DUTIES AND RESPONSIBILITIES
Recruitment Administration – 30%
- Manage the College Student Summer Research program, including establishing hiring procedures, coordination of grant hires, and all related onboarding and payroll processes for summer researchers.
- Support employment through proactive recruitment initiatives, posting and advertising jobs, conducting interviews, onboarding, and processing new hires within Workday.
- Support high-volume student hiring for including HMC and TCCS students. Partner with HR team to ensure students complete all onboarding and compliance forms for work eligibility.
- Lead annual HR process for summer hours and winter closure memos for Dining Services and F&M.
- Responsible for all internal notifications for terminations and managing exit interviews.
Compensation and Benefits Support – 20%
- Conduct compensation analysis for new positions by reviewing internal and external market.
- Create new job profiles in Workday for new positions.
- Provide support for developing and reviewing job descriptions.
- Initiate and audit the monthly meal plan program for eligible faculty and staff, working with TCCS.
- Participate in annual open enrollment and support all related communications.
Performance Management – 15%
- Launch annual performance management program in Workday. Coordinate completion of reviews in partnership with supervisors and staff.
- Ensure all initial performance reviews are launched and completed in Workday.
- Run reports to ensure compliance and responsible for collaboration with area vice presidents.
COVID Support – 15%
- Assist with COVID-19 scenarios by providing faculty and staff support with case assessment, employee support on pay/benefit questions, and supervisor/management communication.
- Serve as back up to Senior Director with required Worker’s Compensation COVID reporting for carrier.
- Administer the monthly attestation process for the Staff Pilot Remote Work program. Including tracking of required training and audits.
- May provide support to internal BOLT Coronavirus Response Group (BCRG).
Payroll Administration – 10%
- Cross train to process payroll for HMC Faculty, Staff, Student Employees, and Summer Researchers, in coordination with TCCS, which includes the review of online timecards and approvals for timeliness and accuracy; final sign-off of timecards; researching errors and submitting special payments; accurately entering payroll changes in the payroll system.
- Assist with projects related to payroll, payroll compliance audits, annual payroll data requests for Business Affairs Office/TCCS.
HR Administration – 10%
- Serve as lead contact for all unemployment claims from the EDD for current and past employees. Manage all related inquires and communication with the local EDD office. Ensure all related invoices are paid and statements completed/responded to in a timely manner.
- Responsible for HR policy and compliance tracking for the annual conflict of interest acknowledgement and policy review. Support tracking missed meal period forms as needed.
- Support annual rideshare survey planning and coordination.
- Work collaboratively with staff members in Human Resources in the delivery of services, able to work collaboratively with team, filling in areas, during absences of other team members.
- Other duties as assigned.
Education and Experience Required:
- Bachelor’s degree required with courses in business administration, human resources, or related field.
- Five years of related HR generalist experience working in a fast-paced environment.
Required Knowledge, Skills and Abilities:
- Knowledge of laws and regulations which pertain to human resources and payroll; must be capable of interpreting them for purposes of implementation and determining impact on the College and current policies.
- Ability to maintain confidentiality, remain open to others’ ideas, and demonstrate maturity and composure in dealing with difficult situations. Uses highly effective and sound judgment and can deal successfully with difficult situations, including defusing tension or conflict.
- Ability to adapt to changes in the work environment, manage competing demands and is adaptable to frequent change, interruptions, delays, or unexpected events.
- Knowledge of best practices with recruitment, including experience with sourcing candidates and interviewing. Ability to manage mass hiring of employees.
- Knowledge of performing job analysis and compensation analysis for exempt and non-exempt positions.
- Knowledge of COVID laws and regulations, specifically related to federal and state benefits and advising employees and supervisors.
- Knowledge of managing claims and responding to inquiries from the Employment Development Department.
- Knowledge of working with an HRIS system and timekeeping system.
- Strong skills in Excel including the ability to navigate complicated spreadsheets with a high degree of accuracy. Experience creating and working with Pivot tables and vlookup preferred.
- Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents.
- Ability to work collaboratively with faculty, staff, students, and other campus constituents.
- Ability to function in a team environment and to work independently.
- Ability to work collaboratively with team.
- Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
- Experience in higher education or a non-profit organization.
- Experience with Affirmative Action Plans preferred.
- Experience managing an automated performance management program is preferred.
- Certification in Human Resources Management desired.
- Bilingual ability (English/Spanish) is desirable.
- Experience with Workday.
While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations
The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Hours may vary due to the needs of the department or College.
This is an exempt, full-time, benefits eligible position.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.
Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.