Human Resources Coordinator - 140215

DEPARTMENT OVERVIEW

UC San Diego Division of Extended Studies serves as a catalyst for positive change by advancing global access, equity, and social and economic mobility through educational enrichment across the lifespan.

As a fully self-supporting division under UC San Diego Academic Affairs, Extended Studies operates year-round (12 months of active instruction) with a budget of $50 million annually. A team of 260 academic and staff employees and more than 1,200 instructors fulfill the mission of delivering exceptional educational experiences and services that reflect our standing as part of a top-tier globally renowned public research University.

Extended Studies operates in 200,000 square feet of managed space, including a headquarters building with classrooms, training spaces and key administrative offices adjacent to the UC San Diego campus, as well as off-campus classroom facilities in nearby University City. The division maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capabilities, while also maintaining a strong web presence with e-commerce operating 24/7. There are over 90,000 enrollment transactions annually, supported by a robust network of representatives, agents, and students. Focused on community engagement and enrichment, the division operates two television stations, UCTV and UCSD-TV, and a variety of public lecture programs, while staying active in federal, state, local, and private research and technical assistance programs and activities.

Extended Studies is also responsible for the management and financial, operational, and programming oversight of UC San Diego Park & Market, a 66,000-square-foot, four-story, multi-purpose office building located in the East Village neighborhood of downtown San Diego. Park & Market supports and hosts a wide variety of civic, community, corporate, and campus events, meetings, conferences, and programs.

POSITION OVERVIEW

Under the supervision of the HR Director, serves as an HR coordinator for a wide range of human resources operations and administrative functions supporting the Division of Extended Studies. Responsible for the accurate and timely administration of UCPath transactions, employee lifecycle processes, compliance monitoring, and HR-related systems and records management for staff, student workers, and volunteers.

Coordinates all aspects of student worker administration, including recruitment, onboarding, timekeeping, personnel actions, policy guidance, and separation processes. Oversees volunteer appointments and onboarding activities, monitors visa and work authorization requirements, and maintains compliance-related tracking and reporting.

Maintains HR databases, personnel files, and reporting tools to ensure data integrity, operational effectiveness, and compliance with University policies and procedures. Develops and maintains internal HR communications, including newsletters, web content, and informational resources that support employee awareness and engagement.

Provides administrative support, policy interpretation, and high-quality customer service to a diverse range of internal and external constituents, including employees, managers, student workers, volunteers, instructors, applicants, campus partners, and members of the public. Serves as a knowledgeable resource on HR policies, procedures, and programs while identifying opportunities to improve processes, enhance operational efficiency, leverage technology, and strengthen service delivery across HR operations.

~A cover letter is optional, but strongly encouraged.

• Demonstrated experience with fundamental human resources principles, practices, policies, and procedures. Ability to review and interpret HR policies and administrative guidelines, provide accurate and timely guidance to employees and managers, and support HR functions including payroll, timekeeping, employment administration, and work authorization processes.

• Skill using personal computer platforms and software tools such as Microsoft Excel (pivot tables), Word, Visio and Outlook, and Adobe/PDF to create documents such as letters, memos spreadsheets, org charts, fillable forms, and reports to streamline work for effectiveness and efficiency.

• Excellent written communication skills in English, with an ability to phrase all communication with clarity, brevity, and elegance. Grammar, spelling, and punctuation must be correct and attention to detail in the content is essential, as is the judgment to use an appropriate tone and a courteous manner.

• Experience using a human resources management system (HRMS), and / or other related business software programs and systems.

• Demonstrated ability to pay attention to detail and to produce accurate and timely work despite frequent interruptions. Includes the ability to identify typographical and other errors when proofreading materials.

• Experience performing hourly and monthly payroll/timekeeping functions in a large, complex academic or business setting. Experience analyzing complex pay records, personnel forms, and payroll time records to initiate payments and prepare reports.

• Superior organizational skills, including the skills to independently organize and effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed.

• Superior interpersonal skills, including the desire and ability to interact effectively and collegially with a diverse group of individuals from varying cultures, ethnicities, and backgrounds; the skill to use tact and diplomacy to accomplish tasks in a timely fashion; the skill to see situations/issues from others' viewpoints; and the ability to act professionally at all times.

• Experience drafting letters, email templates, and other documents from scratch. Experience identifying typographical and other errors when proofreading materials for distribution.

• Demonstrated math skills to perform payroll calculations and to calculate percentages. Knowledge of payroll accounting procedures.

• Demonstrated flexibility to meet deadlines in a high-volume work environment and ensure smooth workflow, and to handle multiple tasks simultaneously.

• Demonstrated ability to exercise good judgment for problem-solving; maintain confidentiality, analytical skills and ability to anticipate problems as well as communicate and interact successfully with campus departments and department heads.

• Proven ability to interact constructively with academics, staff, and students, exercising tact, diplomacy and flexibility.

• Confident presentation skills for group sign-up sessions, informational talks, reports, Q & A sessions, and any other purpose.

• Skill in maintaining orderly filing systems for rapid ease in retrieval by self and others.

• Demonstrated experience drafting and editing business communication and knowledge of information distribution best practices.

• Demonstrated knowledge of Microsoft SharePoint to update and maintain a departmental webpage with informational and current content.

• Demonstrated experience using/implementing digital personnel file systems.

• Demonstrated knowledge of recruitment best practices including posting language, advertising, interviewing, selection, equal opportunity, and achieving diverse applicant pools.

• Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

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

• A cover letter is optional, but strongly encouraged.

• This position offers a hybrid (remote/on-site) work arrangement with a requirement of at least one day per week onsite.

• This position is at Division of Extended Studies' 8980 Villa La Jolla Dr. location.