The Human Resources Specialist for Facilities Development & Operations works collaboratively with the University Personnel Department and internal department management to coordinate all HR employee-related transactions including but not limited to: recruitment, hiring, performance evaluations, and payroll for a large and complex organizational unit consisting of approximately 250 employees. The Specialist ensures accurate processing of all employment documents for hiring, reclassification, renewal, separation, and benefit and payroll purposes; maintains compliance with policies, legal requirements, regulations, bargaining agreements, and operating standards for the reporting and retention of employees data. This position coordinates and communicates cross-functional policy-related and procedural problems and inquiries. The incumbent is responsible for developing a diverse professional development and training program for FD&O employees. This position is under general supervision from the Director, Administrative Services within FD&O.
The FD&O Administrative Services unit of Facilities Development & Operations provides services to a University campus spread across nine sites comprised of +150 acres, 81 buildings, and more than seven million gross square feet. Maintenance & Operations employs approximately 250 full-time permanent staff and up to an additional nine part-time, seasonal, or contract staff. In FY20-21, the assigned operating budget for the unit is $49 million not including funds associated with purchased utilities or maintenance and repair projects.
- Administers all departmental employee recruitments, screens job applications for the department, and coordinates the recruitment, interview, and hiring process of all new employees
- Oversees process to ensure employment documentation and employment database information is accurate
- Responsible for the department’s new staff and manager-employee orientation programs
- Establishes and implements FD&O processes for temporary and permanent appointments, reassignments, work schedule changes, leaves of absence, separations, and ending dates, training registrations and other personnel/payroll transactions
- Responsible for review and processing of performance appraisals, merit salary adjustments, appointment documents, and other related items
- Oversees department payroll functions (payroll documentation, leave accounting, return to work procedures and processing, etc.), and general office functions, (telephones, mail, typing, filing, etc.) for the main Facilities Management department office
- Responsible for the development, revision, and implementation of operating policies and procedures and coordinating and refining administrative procedures and controls
- Manages the development and upkeep of the department-wide procedure handbooks and policy manuals
- Develops, evaluates, and implements supervisor and other comprehensive staff/management training programs and administers the staff and career development programs for the department within allotted budgets
- Responsible for the department’s employee recognition programs including the awards program
- Proactively compiles and provides Facilities Management managers with information and advice on employee issues, training requirements, and professional development opportunities including department, campus and system policies, bargaining unit agreements and recent rulings by arbitrators, and specific certification requirements of various positions, etc. Accountable for department compliance with appropriate bargaining units
- Responsible for the monitoring of the department’s progress in Equity and Diversity and accountable for the development and implementation of programs to achieve planned Equity and Diversity objectives
- Consults University Personnel and provides accurate and timely information to managers, supervisors, and employees who seek information regarding benefits, use of leave, and union contract issues
- Consults with the Risk and Compliance Manager and acts as a liaison to HR for employee injuries and workers compensation issues, medical monitoring programs, health and safety training, interpretations and application of all rules and regulations
Knowledge, Skills & Abilities
- Strong knowledge of form and document development
- Strong knowledge of Microsoft Word, Adobe Acrobat and DocuSign
- Knowledge, skills, and ability to assess, formulate, and evaluate the impact of recommended or implemented policies from a strategic and operational perspective
- Ability to effectively interpret, organize and present information, ideas and concepts in written or presentation format and use consultative, collaborative and facilitation skills to obtain decisions required to move forward toward implementation
- Ability to implement a customer (constituent) service approach, with a commitment to high ethical standards and to present work to a wide variety of audiences
- Ability to initiate, establish, and foster a positive, cooperative, productive work atmosphere while establishing effective working relationships within a diverse population and with those from various cultural backgrounds
- Thorough knowledge of current federal, state, local, SJSU, and CSU regulations and requirements applicable to human resource functions, particularly recruitment and hiring
- General knowledge of fair hiring practices
- Ability to apply bargaining agreement concepts related to hiring practices for various bargaining groups
- Ability to perform a wide variety of administrative duties independently
- Thorough knowledge of current SJSU procedures related to preparing and processing department payroll transactions
- Ability to lead the work of others
- Proficient skills in PeopleSoft, with the ability to query HR reports, payroll reporting, timekeeper
- Ability to work independently, communicate and write effectively, and make constructive recommendations
- Demonstrated ability to write, develop, and/or interpret a variety of correspondence, policies and procedures, and ability to communicate orally and in writing in English
- Thorough knowledge of the development and delivery of adult learning programs
- Knowledge of CSU grievance procedures
- Knowledge of affirmative action planning
- Working knowledge of worker’s compensation and leave programs
Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position and three years of administrative work experience.
- Experience with conducting analysis and providing recommendations, paying attention to detail, and managing time to complete projects accurately and on deadline
- Experience with human resources policies and programs, and how they affect other organizational policies and procedures
- Experience with human resources management systems and/or other related business software programs and systems
- Experience with working cooperatively and effectively with others to set goals, resolve problems and make decisions that enhance organizational effectiveness
- Math skills are sufficient to perform calculations related to compensation and reimbursement
- Experience using standard administrative software packages, such as Microsoft Office, Google Suite, and Adobe
Classification: Confidential Administrative Support II
Salary Range: $4,233/month - $9,514/month
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: August 30, 2021 through September 13, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Equal Employment Statement
San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).