HR Coordinator - 140010

Reporting to the Sr. HR Operations Manager, the HR Coordinator is responsible for the review and coordination of monthly and biweekly payroll/timekeeping duties, including performing Human Resources and general administrative coordination activities for the Campus Recreation Department. The Recreation Business Office supports the department in developing and administering the administrative, financial and human resource infrastructure for the department, which includes 74 career staff members, 600+ student employees and 500+ non-student instructors along with an annual budget in excess of $17 million.

The HR Coordinator serves as the primary point of contact for triaging and resolving ServiceNow (SNOW) tickets and maintaining HRTracker. This role coordinates and processes background checks for students, BYAs, contingent workers (volunteers), and career hires, ensuring compliance with organizational policies and hiring requirements. The HR Coordinator responsibilities include initiating and administering contingent worker appointments, and responding to HR and staffing-related inquiries including re-allocations of student FTEs, FLSA status and other HR transactions in collaboration with the Senior HR Operations Manager when needed.

As the primary liaison to the Student Employment Office, the HR Coordinator is responsible for creating and posting student job openings, coordinating recruitment activities, and manages the completion and onboarding of all student hires and contingent workers, including I-9 verification to ensure a timely and compliant onboarding experience.

The HR Coordinator takes the primary role in all payroll and timekeeping and HR administrative coordination processes, transactions, and questions. Responsible for the bi-weekly and monthly timekeeping processing, including monitoring and auditing leave usage, balances and troubleshooting errors. Create and generate timekeeping reports to reconcile bi-weekly and monthly timekeeping. Update Overtime and Comp Time Elections. Process separations and final wages payments. Update student positions to reflect Federal Work Study.

The HR Coordinator functions as a RECBO team member and provides positive contributions to achieve the goals of the Campus Recreation Department. Performance of duties requires strict confidentiality in all personnel matters, strong customer service skills, attention to detail, ability to prioritize workload and excellent interpersonal and communication skills.

At all times, the HR Coordinator will demonstrate the characteristics of professionalism in attire, attitude, conversation, behavior and attentiveness to others. All staff members are required to uphold the UC San Diego Principles of Community and to promote a positive and collaborative team environment.

This job description is not intended to be all-inclusive. The HR Coordinator will also perform other duties commensurate with the level and scope of this position as requested by their supervisor or other leadership personnel. The HR Coordinator will assist and support their colleagues during times of peak workload as appropriate and as approved by their supervisor. Job descriptions are reviewed periodically and may be revised as deemed necessary.

• Demonstrated strong payroll and accounting skills; knowledge of accounting procedures; experience with payroll/timekeeping systems administration; budget/financial reports; and reconciliation.

• Demonstrated ability to fully understand assignments; analyze, interpret and apply policies and procedures; research and gather data and information from a variety of resources in an independent and reliable manner; and/or evaluate solutions and provide recommendations for resolutions.

• Strong oral and written communication skills to communicate and interact with diverse personalities with demonstrated ability to convey information and provide guidelines in a clear and professional manner, using diplomacy, tact and discretion in all interactions. Demonstrated strong customer service experience in human resources.

• Ability to train other staff in processing payroll and timekeeping.

• Demonstrated customer service experience. Excellent interpersonal skills and ability to maintain cooperative working relationships with all levels of the University community. Ability to successfully communicate and interact with students, staff, co-workers and community members.

• Demonstrated ability to function efficiently and productively as a team member, with all the interpersonal skills required to build and maintain cooperative working relationships with a variety of individuals and work groups. Ability to effectively implement the goals and needs of the department and programs while still complying with relevant policy.

• Proven ability to work with figures and pay strict attention to detail. Demonstrated ability to identify, troubleshoot, and resolve problems or discrepancies.

• Demonstrated experience in managing payroll administration and timekeeping procedures including calculation of holiday pay, overtime and comp time. Demonstrated experience with online payroll systems used by department (EcoTime) and the ability to use software and databases to process a full range of payroll actions.

• Proven ability to analyze complex pay records, personnel forms and payroll time records to initiate actions.

• Strong organizational skills, with accuracy and attention to detail. Demonstrated ability to meet deadlines despite frequent interruptions and changing demands.

• Ability to maintain strict confidentiality and handle sensitive matters discreetly. Ability to follow and adhere to policies and procedures concerning confidentiality, security and retention of information and systems.

• Ability to set-up and maintain filing systems to ease of retrieval by self and others. Skill in accurate record keeping with strict attention to detail.

• Advanced computer skills, including understanding of and proven ability using various spreadsheet and word processing programs and internet browsers, with demonstrated ability to generate reports.

• Working knowledge of University policies and procedures regarding personnel, payroll and recruitment.

• Demonstrated knowledge of University and department forms and their use.

• Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken.

• Demonstrated human resources experience to include: recruitment, staff employment, on-boarding, and other personnel processes.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Requires flexibility in work schedule to meet demanding and changing workload. May be required to work after core business hours and/or weekends, on occasion. Occasional overtime may be necessary.

• Vacation restrictions during critical/deadline periods (fiscal closing and beginning of academic quarters).

• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy and to complete and submit the required reports to the UC San Diego Police Department without delay.