Job Description:

POSITION SUMMARY

As a Human Resources Generalist at Pacific Oaks College & Children’s School, you will play a pivotal role in supporting the HR department's initiatives and ensuring the smooth functioning of human resources operations. You will be responsible for a wide range of HR duties, including recruitment, employee relations, benefits and leave administration, wellness and safety, and compliance with relevant policies and regulations.

This position is located in Pasadena, CA and reports directly to the Vice President of Human Resources.
 

SUPERVISION RECEIVED:

The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments.

SUPERVISION EXERCISED

Minimal supervisory responsibilities.

# of Supervised Indirectly:

__3___FTE (Non-exempt):             

__0___FTE (Exempt):                                

__3___FTE Total

ESSENTIAL JOB FUNCTIONS:

Recruitment and Staffing:

• Coordinate the recruitment process for faculty, staff, and administrative positions, including drafting job descriptions, posting vacancies, screening resumes, conducting interviews, and making recommendations to hiring managers.

• Collaborate with managers to identify staffing needs and develop strategies for attracting top talent.

• Ensure compliance with equal employment opportunity (EEO) regulations and institutional hiring policies.

• Manage the employee onboarding and offboarding process, ensuring a seamless transition for the employees. 

Employee Relations:

• Serve as a point of contact for employee inquiries and concerns, providing guidance and support on HR-related matters.

• Facilitate conflict resolution and mediation between employees when necessary, promoting a positive and inclusive work environment.

• Conduct investigations into employee complaints and grievances, maintaining confidentiality and impartiality throughout the process.

Performance Management:

• Support the performance appraisal process, including goal setting, performance evaluations, and development planning.

• Provide training and guidance to supervisors and employees on performance management best practices and techniques.

• Assist in identifying and addressing performance issues through coaching, counseling, and disciplinary action when necessary.

Benefits Administration:

• Support the administration of tuition assistance program, ensuring eligibility verification, and timely communication of changes.

• Serve as a liaison between employees and the System Office benefits team, addressing inquiries and resolving issues related to benefits.

Safety and Wellness:

• Support and potentially lead the Safety Committee to promote a safe work environment and ensure compliance with safety protocols.

• Collaborate with department leaders to identify potential safety risks and establish preventive measures.

• Assist in coordinating safety training and wellness initiatives, ensuring employees are informed about safety protocols and wellness resources.

Community Engagement:

• Oversee the Community Volunteer Program, coordinating opportunities for employees to participate in community service activities.

• Promote community involvement as part of the institution's values and mission, encouraging a culture of volunteerism and social responsibility.

• Track and report on the impact of the Community Volunteer Program, highlighting contributions to the local community.

Compliance and Policy Implementation:

• Stay abreast of federal, state, and local employment laws and regulations, ensuring compliance with all relevant legislation.

• Develop and maintain HR policies and procedures in alignment with institutional goals and legal requirements.

• Conduct regular audits of HR processes to identify areas for improvement and ensure adherence to established policies.

Training and Development:

• Coordinate employee training and professional development initiatives, identifying relevant workshops, seminars, and online courses to enhance skills and knowledge.

• Collaborate with department leaders to develop training programs tailored to the specific needs of different job roles and career paths within the institution.

HR Information Systems (HRIS) Management:

• Maintain accurate employee records and data in the HRIS system.

• Generate reports and analytics to support HR decision-making and strategic planning.

• Train employees and managers on the use of HRIS tools and systems.

Other duties as assigned.

Is regular attendance an essential function?  ☒ Yes         ☐ No

Essential Knowledge, Skills, and Abilities (KSAs)

Communication and Interpersonal Skills

• Verbal and Written Communication: Excellent verbal and written communication skills, with the ability to convey information clearly and effectively.

• Interpersonal Skills: Strong interpersonal skills with the ability to build relationships, negotiate, and resolve conflicts professionally.

• Confidentiality: Ability to handle sensitive information with integrity and maintain confidentiality.

Organizational and Time Management Skills

• Attention to Detail: Strong organizational skills with keen attention to detail, ensuring accuracy in all tasks.

• Time Management: Excellent time management skills, with a proven ability to prioritize tasks, meet deadlines, and handle multiple projects simultaneously.

• Delegation: Ability to prioritize and delegate tasks when appropriate, ensuring efficient workflow and task completion.

Analytical and Problem-Solving Abilities

• Critical Thinking: Strong analytical skills with the ability to assess situations, identify problems, and develop effective solutions.

• Problem Solving: Proactive in addressing issues and challenges, utilizing problem-solving techniques to find practical solutions.

• Decision Making: Ability to make informed decisions by analyzing data and considering multiple perspectives.

Technical Proficiency

• HRIS and Technology: Proficient in the use of HR Information Systems (HRIS), with the ability to quickly learn and adapt to new technology and software tools (Workday preferred).

• Microsoft Office Suite: Proficiency in Microsoft Office Suite or related software, with the ability to create and manage documents, spreadsheets, and presentations effectively.

Legal and Regulatory Knowledge

• Employment Laws and Regulations: Thorough knowledge of federal, state, and local employment-related laws and regulations, with the ability to ensure compliance across HR functions.

• Policy Development: Understanding of HR policies and procedures, with the ability to develop and maintain policies in alignment with institutional goals and legal requirements.

Professionalism and Integrity

• Ethical Conduct: Demonstrated ability to act with integrity and professionalism in all aspects of the role.

• Adaptability: Ability to perform well in a fast-paced environment, with a positive attitude and a willingness to adapt to changing priorities.

• Professional Etiquette: Exhibits professional behavior and etiquette, especially when handling confidential information.

Transportation

• Reliable Transportation: Must have a reliable form of transportation to fulfill job duties, including attendance at meetings and events.

POSITION QUALIFICATIONS:

Education:

• Bachelor’s degree in Human Resources, Business Administration or related field from an accredited higher education institution or equivalent years of experience is required

  • Master’s degree is preferred

• Professional certification such as PHR or SHRM-CP is a plus.

Experience:

• A minimum of 3 years of progressive experience in human resources roles is required, preferably in a higher education setting. 

• Demonstrated ability to perform well in a fast-paced environment with positivity and the willingness to change direction as necessary.

• Exhibits professional etiquette with proven ability to handle confidential information.

• Demonstrate continuous improvement in key HR Department measures.

• Experience serving as a project lead from conception to completion (i.e. academic projects, clubs, internships, sports and any other extracurricular activities that demonstrates project lead qualities)

TYPICAL WORKING CONDITIONS (Describe environment including exposure to heat, cold, fumes, etc.)

• Office environment; typically, 70 degrees

• Noise level is usually quiet to moderately noisy while in the office

EQUIPMENT USED:

• Computer/keyboard;

• Telephone w/headset;

• Calculator;

• Copier/scanner/fax machine;

• Stapler.

ESSENTIAL PHYSICAL & MENTAL TASKS: (Check all that apply):

Physical Demands:

☒ Standing                    

☒ Lifting:  5# Lbs.          

☐ Pushing/Pulling              

☐ Driving

☒ Walking                      

☐ Carrying                     

☒ Hearing                           

☒ Speaking

☐ Reaching                    

☒ Writing                       

☐ Squatting/Kneeling               

☒ Seeing

☐ Climbing                     

☐ Pushing                      

☒ Other:  Typing

Physical Environment - Exposed to: 

☒ Noise                          

☐ Heat/Cold                  

☐ Fumes/Gases                 

☐ Human Tissue/Fluids

☐ Chemicals                   

☐ Carcinogens               

☐ Dirt                              

☐ Animal Tissue/Fluids

☐ Toxic Chemicals         

☐ Radiation                    

☒ Other:  Dust

☐ Biohazardous Material

Mental Demands: 

☒ Reading                      

☒ Frequent Interruptions             

☒ Periods of Concentrated Attention   

☒ Detailed Work           

☒ Irregular Work Schedule             

☒ Frequent Contact with People

☒ Frequent Deadlines    

☒ Multiple Concurrent Tasks           

☐Other: 

TRAVEL: (% of total time): Up to 10% of total time

DECISION MAKING:

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES:

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees.  Recommends alternative approaches to solve problems and conflicts. 

FINANCIAL RESPONSIBILITY:

This position does not require the management of budgets.

Compensation & Benefits

This opportunity is budgeted at $66,560.00-73,170.00 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.pacificoaks.edu/about/careers-pacific-oaks/

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.
 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.