Human Resources Operations Specialist

Under general direction of the Sr. Associate Vice President for HREOC, the Operations Specialist offers confidential administrative support to the daily functions of the HREOC Division. This role covers operational, policy, budget administration, and project initiatives. Duties encompass conducting research, preparing reports, addressing inquiries on HREOC policies, managing senior-level clerical tasks such as policy correspondence, hosting executive visitors, organizing conference calls, leading lower-level administrative staff, and scheduling highly confidential executive meetings. The incumbent aids in maintaining divisional continuity and stability while delivering exceptional customer service to colleagues, staff, faculty, visitors, and the broader campus community.

• Support HREOC team for efficient division partnerships and communication with administrators, faculty, staff, and students.
• Design, implement, and assess administrative systems and policies supporting HREOC operations, equity principles, and Affirmative Action Plan duties.
• Conduct various administrative tasks including maintaining records, managing calendars, and providing confidential support to the Sr. AVP.
• Oversee training and development conference room usage and maintenance.
• Independently handle diverse communications and prioritize inquiries without established procedures.
• Participate in HREOC leadership meetings as needed and follow up on action items as assigned.
• In conjunction with HREOC administrators, create staff meeting agendas, coordinate and obtain materials for meetings to include updates, reports, and maintain meeting minutes.
• Manage division action calendar based on strategic priorities.
• Responsible for the coordination and oversight of front desk operations. Develop procedures, checklist, guides and forms as needed. Regularly assess services, recommend and implement necessary changes in procedures to ensure a smooth operation.
• Initiate service requests, manage office appearance, and support front desk operations.
• Provide administrative support and backup for a variety of HREOC functions, including labor/employee relations, benefits and leaves.
• Access employee relations data and assist in the preparation of information related to the determination and implementation of management guidance in labor relations.
• Receive and transmit reports or other general and sensitive/confidential correspondence related to the negotiation process with employee organizations.
• Ensure confidentiality in handling sensitive communications, data, and documents including, but not limited to, summary reviews prepared for HR programs or litigation.
• Provide lead work direction and training to front desk administrative support staff and/or student assistants. Monitor work assignments and ensure timely completion.
• In coordination with unit managers, responsible for preparing workspace and ensuring timely ordering of tools (computers, access to systems, etc.), introduction to colleagues, and reviewing departmental procedures.
• Assist with initiating various personnel transaction forms.
• Coordinate maintenance of personnel & HR files in accordance with CSU-established records retention guidelines. Serve as the HR records retention specialist for the campus.
• Respond to inquiries about HREOC programs, maintain records for audits, and coordinate external communication.
• Develop and manage social media strategies, marketing materials, and IT support for division meetings.
• Responsible for monitoring budgets and maintaining financial records for multiple HREOC units (Human Resources/Payroll, Equity Programs & Compliance, Staff Council and CHRS implementation) and recommend solutions to funding issues.
• Support SAVP with budget planning, mid-year reviews, and annual reports.
• Oversee inventory, travel reimbursements, procurement processes and departmental payments.
• Monitor and maintain updated unallocated funds spreadsheet including tracking salary savings.
• Manage HR records retention, budget finances, procurement, and financial reporting.
• Serve as liaison with the university budget office and department managers.
• Coordinate HREOC program assessments, strategic planning reports, and administrative functions.
• Lead logistics for meetings, special events, and division communications.
• Facilitate monthly New Employee Orientation and yearly staff retreats.
• Coordinate yearly HREOC division staff retreat with support from area managers.
• Other duties as assigned.

EDUCATION: Bachelor's degree. (An associate's degree and/or additional full-time equivalent administrative support/clerical work experience may be substituted for the bachelor's degree on a year-for-year basis.)

• Two years of experience leading other clerical support personnel.
• One year of experience providing administrative assistant support to an executive (Director, Sr. Director, VP, CFO, CEO).
• Experience working with Human Resources Information Systems.
• Experience in a public sector or unionized environment is highly desirable.
• Demonstrated experience planning and implementing multiple programs and competing events.

• Strong organizational skills and customer service, team-oriented and collaborative workstyle in carrying out assignments.
• Demonstrated experience with budgetary analysis, ability to maintain budgetary data for the division and oversee two department's budgets.
• Ability to develop and maintain strong, positive, respectful working relationships within HREOC units, the University, and the community and serve as a member of a larger team whose purpose is to advance the mission of CSU Stanislaus.
• Ability to work in collaboration with the SAVP/CHRO and senior leadership team to build and support the business practices, organizational capacities, and impact of HREOC on the campus community.
• Ability to recognize, understand, and appreciate dierent roles within HREOC and across the campus organization.
• Demonstrated ability to exercise independent judgment to determine those issues that require priority attention; prioritize and facilitate communications with internal and external audiences.
• Ability to eectively provide lead work direction to oce support sta, train, and effectively prioritize work assignments to ensure timely completion.
• Ability to manage extremely sensitive materials and situations.
• Ability to maintain strict condentiality and exercise considerable discretion, diplomacy, and good judgment.
• Ability to plan and organize multiple tasks and prioritize work, including setting and meeting deadlines.
• Strong demonstrated technical literacy with standard oce computers, including prociency with Peoplesoft, Oce 365 or equivalent, electronic scheduling, and internet communication software.
• Strong ability to compose written correspondence and reports with sucient ecient/excellent knowledge of English grammar, punctuation and spelling, including good proofreading and editing skills, at a level required for this position.
• Demonstrated ability to independently prepare responses for a wide range of communications in which procedures may not exist.
• Demonstrated ability to work relatively independently and apply good judgment in solving a wide range of problems, developing practical and thorough solutions.
• Demonstrated ability to communicate clearly and eectively, both orally and in writing, consistently using eective listening skills.
• Ability to maintain composure and tact during high-stress situations and under heavy workloads, with conicting priorities, frequent interruptions, and other demands.
• Demonstrated ability to initiate necessary actions, remain exible, coordinate many activities simultaneously, and handle requests expeditiously using appropriate, mature judgment.
• Ability to eectively handle multiple/changing priorities in a sometimes-stressful environment while adhering to deadlines.

• Sit at a computer terminal for extended periods of time.
• Repetitive use of keyboard and mouse.
• Frequent walking/standing.
• Occasionally lift up to 25 pounds.

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the A...