Are you detail-oriented, organized, and skilled in planning and reporting? Do you enjoy collaborating with executives, peers, and candidates while contributing to meaningful projects? Are you a whiz with tools like Outlook and PowerPoint? If you answered yes, we encourage you to explore this opportunity as our HR Operations and Talent Acquisition Administrative Specialist.
Chancellor's Office Statement
Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of HR Operations and Talent Acquisition Administrative Specialist. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.
Salary
The anticipated salary hiring range is $55,000 to $65,000 per year, commensurate with qualifications and experience.
Classification
Confidential Administrative Support II
Position Information
The California State University, Office of the Chancellor, is seeking an HR Operations and Talent Acquisition Administrative Specialist to be a detail-oriented and tech-savvy HR Operations Support professional delivering comprehensive administrative and operational support to the Office of the Vice Chancellor for Human Resources and Systemwide Talent Acquisition. This role focuses on facilitating HR and recruitment initiatives through responsibilities such as meeting and travel coordination, data management, preparing reports and presentations, event planning, and managing communications and reporting. Additionally, this position provides support and serves as a backup to the Executive Assistant for the Vice Chancellor of Human Resources when needed.
This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.
Responsibilities
Under the general direction of the Associate Vice Chancellor & Chief of Staff, Human Resources, the HR Operations and Talent Acquisition Administrative Specialist will:
-Plan and coordinate virtual or on-site meetings, events, conferences, systemwide recruitment initiatives, including scheduling, logistics, communications and documentation; ensuring smooth execution and impactful outcomes.
-Support departmental and systemwide projects, including creating surveys, attending career fairs, supporting employment branding efforts and implementing process optimizations.
-Develop recruitment metrics and reports; support recruitment materials and presentations using tools like Smartsheet and PageUp to analyze data and inform decision-making.
-Assist with direct sourcing, interview scheduling, and communication for job openings, using tools like Outlook, PageUp, and LinkedIn; ensuring exceptional service to candidates, recruiters, hiring managers, and stakeholders across multiple campuses.
-Draft and distribute formal communications.
-Support the preparation of presentations, reports, and recruitment materials using tools such as PowerPoint, Adobe InDesign, and Acrobat Professional.
-Manage office tasks such as filing, scanning, proofreading, and maintaining confidential records, databases, and SharePoint sites (physical and electronic).
-Serve as back-up for office coverage, mail, supply orders and facilities-related tasks.
-Coordinate travel arrangements, and process reimbursements.
-Take on additional responsibilities to meet operational needs.
Qualifications
This position requires:
-A bachelor's degree in a related area and a minimum of 3 years of related experience in administrative support; OR an equivalent combination of education and experience is required.
Required Skills
-Demonstrated experience in a coordinator, operations assistant, or administrative/executive assistant role in a fast-paced, professional office setting.
-Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) in an office setting.
-Proven experience in planning and coordinating meetings and events.
-Strong organizational skills and proven ability to prioritize workloads, manage resources, and meet competing deadlines in a dynamic environment, all with a keen attention to detail.
-Excellent written and verbal communication skills that demonstrate professionalism, discretion and tact. Demonstrated ability to draft correspondence, edit, and prepare documents in an appropriate format.
-Excellent critical thinking, analysis and problem solving.
-Proven collaborative and negotiation skills.
-Demonstrated ability to handle sensitive and privileged information with strict confidentiality.
-Experience arranging travel and processing reimbursements.
-Use of Applicant Tracking Systems (ATSs), and productivity tools, such as Smartsheet.
Preferred Skills
-Experience in Human Resources or Talent Acquisition.
-Experience in a higher education setting.
-Knowledge of CSU operations and system.
-Knowledge of various data management systems, including SharePoint and One Drive.
-Experience using creative design tools Adobe InDesign, Publisher, Acrobat Professional, Visio and Publisher.
-Proven experience in planning and coordinating conferences.
-Proficiency with PageUp Applicant Tracking System.
-Ability to maintain, edit and update content on websites.
Application Period
Priority consideration will be given to candidates who apply by December 18, 2024. Applications will be accepted until the job posting is removed.
How To Apply
Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.
Equal Employment Opportunity
The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.
Title IX
Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix
E-Verify
This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).
If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).
COVID19 Vaccination Policy
Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
CSU Out of State Employment Policy
California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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.
Background
The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.