Job Summary:

Under the general direction of the Executive Director of Human Resources (“EDHR”), the individual in the role of Confidential Administrative Support II (CAS II) will provide comprehensive high-level senior administrative, confidential and technical work to support Division of Human Resources. This position serves as a key liaison between the HR Executive Director and internal teams (Classification & Compensation, Employment Services and Staff Development & Enrichment), ensuring seamless operations and exceptional service delivery across HR areas. This position is regularly involved in communications that may affect collective bargaining unit agreements, negotiations, and positions.

Responsibilities include, but are not limited to:

Confidential Support:

• Maintain and organize confidential files and records, ensuring proper handling of sensitive HR materials, including personnel matters related to complaints, grievances, and disciplinary issues in collaboration with HR (e.g., Employment Services, Class and Comp, and Staff Development and Enrichment).
• Involved with grievance responses relating to HR/Employment Services, HR/Classification and Compensation, and HR/Staff Development and Enrichment (gathers correspondence and types grievance response).
• Assists with grievance process in collaboration with HR Employee & Labor Relations (gathers information relating to the collective bargaining represented employee, maintains grievance files).
• Coordinate union-related requests to review personnel files related to collective bargaining, including the approval or denial of access to employee records.
• Respond to general inquiries escalated to the EDHR regarding classification and compensation, employment services, staff development, and other HR-related matters.
• Coordinate and assist with developing and maintaining compliance training materials to ensure accuracy and alignment with state and federal regulations, as well as CSU programs and policies.
• Prepare and disseminate communications, edit/proofread executive summaries that may affect collective bargaining agreements, unit positions, and regulations.
• Stay current with labor laws, employment regulations, and industry best practices to ensure ongoing compliance with maintaining confidential information.
• View and file grievance information that may impact collective bargaining unit positions and negotiations; provide unions and represented members’ contact information in accordance with Senate Bill 270 (SB270).
• Comply with information requests (e.g., Risk Management), including subpoenas, workers' compensation, and safety/incident reports.
• Serve as a backup to coordinate intake/interviews with employee, HR, ELR.
• Maintain official HR personnel files according to policy and records retention and monitor access to personnel files; respond to internal and external audits of official HR personnel records.
• Coordinate the EDHR’s calendar: schedule and manage appointments (1:1, team, committee), performance feedback sessions, prioritizing and managing time-sensitive matters to ensure deadlines are met and critical tasks are addressed promptly.
• Monitor and maintain federal I-9 forms, including those from the Chancellor’s Office, and complete re-verifications; serve as liaison for system access to the I-9 tracker.
• Ensure compliance/regulatory posters are posted as required (state, federal labor law).
• Prepare and revise correspondence, memos, and reports such as congratulatory letters for reaching permanent status, educational milestones, or sentiments of sympathy.
• Register for conferences and prepare travel arrangements for the EDHR, including reconciling travel and related requisitions and reimbursements.
• Assist with conducting internal records audits, communicating findings, and improving process efficiency and visibility.

Technical Support

• Create and run queries in the HR information system(s) to aid in decision-making.
• Audit employee data in HRIS to ensure accuracy with business process guides and HR protocols when data is entered.
• Update and maintain HR website and other related sites for the Division of Human Resources; Ensure information in HR communications, related websites, and social media reflects current and accurate information regarding compliance training.
• Develop and maintain internal performance management tracker of EDHR’s direct reports and team members to ensure timely completion.
• Develop and maintain internal required training tracker of EDHR’s directs and team members to ensure timely completion.
• Develop and maintain internal official personnel file tracker (e.g., access, update, create, and archive records with reference to CSU’s records retention policy).
• Review HR documents and assist with converting to electronic platform/form.
• Schedule and assign work to student assistants and admin/clerical staff; review work against standards and provide performance feedback
• Identify training needs and train student assistant and admin/clerical staff
• Conduct feasibility study, including project design and planning such as the adoption of generative AI (artificial intelligence) for HR
• Generate communication and materials to post on electronic boards and marquee

Program & Event Support

• • Assist with planning, coordinating, and execution of HR programs including but not limited to service awards, retirement recognition, student appreciation week, division retreat and employee picnic.

Perform all other job-related duties as assigned, consistent with the position’s classification standards.

Minimum Qualifications: Required Education and Experience

• Equivalent to a Bachelor’s degree in Business Administration, Human Resources, Public Administration, or related field.
• A minimum of three (3) years of progressively responsible administrative work experience with a foundational understanding of public administration principles, practices, and methods.

Required Qualifications

• Familiar with service excellence principles and demonstrates in day-to-day interactions.
• Demonstrate advanced knowledge of public and business administration, operational, and fiscal management.
• Utilize administrative survey techniques, operations and systems analysis, and statistical and research methods to develop sound conclusions and recommend policies.
• Understand problems broadly and develop strategic solutions.
• Handle sensitive situations and demonstrate consultative skills with internal and external groups.
• Prioritize and manage time-sensitive tasks, ensuring deadlines are met.
• Effectively present ideas and use facilitation skills to gain consensus.
• Interact effectively with faculty, staff, students, and external constituencies.
• Possess advanced time management and analytical skills.
• Independently manage multiple projects with competing priorities.
• Exhibit strong critical thinking, analytical, research, problem-solving, and conflict resolution skills.
• Maintain confidentiality and security of sensitive records.
• Possess knowledge of state and federal employment and education laws and regulations.
• Demonstrate proficiency in operating standard office equipment and software (e.g., Microsoft Office, Zoom, LMS, Adobe, Google Drive).
• Perform various administrative, technical, and analytical duties under general supervision.
• Coordinate projects and handle multiple priorities.
• Use independent judgment to make decisions and interpret policies.
• Resolve administrative problems using precedents (when relevant).
• Focus on own work assignments and provide lead directions to support staff.
• Apply fundamental concepts and understand budget policies.
• Apply extensive expertise to complex programs and administrative specialties, including relevant laws and regulations.
• Learn and apply policies and procedures related to the program.
• Use research and statistical analysis methods to analyze data and make projections.
• Organize and plan work, handle multiple priorities, and make independent decisions.
• Compile, write, and present reports related to the program.
• Establish and maintain effective working relationships within and outside the workgroup.

Preferred Qualifications

• Master’s Degree
• Experience providing direct administrative support to an HR manager in higher education.
• Knowledge of data analytics and the ability to track, analyze, and report metrics clearly and concisely.
• Demonstrate a solid ability to operate utilize online courseware for developing communication and presentations.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere inside and outside the University with the ability to develop and sustain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; effectively communicate information clearly and understandably, both verbally and in writing, with thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate, and apply policies and procedures.
• Demonstrated ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to operate with minimal supervision to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Working knowledge of or ability to learn University infrastructure, policies, and procedures quickly.
• Flexible and adaptable; resourceful, proactive problem-solver who can anticipate the following steps, take the initiative, exercise discretion, and sound judgment.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• Proficient in using Adobe Sign, Canva, Concur, CSULearn, Drupal, LinkedIn Learning, MailChimp, Microsoft Teams, OneDrive, Skillsoft, and Zoom; Proficient in MS Office Suite: Outlook, Excel, Word, and PowerPoint.

Compensation and Benefits:

Anticipated Hiring Range: $4,687 - $5,100 per month

Classification Salary Range: $4,687 - $11,223 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

Staff: The application deadline is: Thursday, March 27, 2025.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, 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 conditionally offered the position.

Mandated Reporter

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act