Employee Experience Assistant (HR)

ArtCenter College of Design•Pasadena, CA

8d•$23 - $25•Onsite

About The Position

ArtCenter College of Design is searching for an experienced Employee Experience Assistant (HR) to join our team. The salary range for this position: $22.50 - 24.70 per hour, 7 hour work day Final salary is based on education, experience, skills relevant to the role, and internal equity. About ArtCenter Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC). Every position at ArtCenter plays an important part in carrying out the cultural values, goals, strategic vision, and mission of the College. This includes upholding and cultivating an inclusive, respectful, and welcoming environment where everyone feels a sense of belonging. Reporting to the associate vice president, Employee Experience (AVP), the EEE assistant will provide administrative support for the day-to-day EEE operations, reception desk coverage, including calendar management for the EEE management team. The incumbent will also process student worker documents and administer independent contractor agreements. This is a full-time position with an on-site schedule Monday through Friday from 8:30 a.m. to 4:30 p.m. (7-hour workday)

Requirements

1–2 years of prior experience in an administrative or customer service position
High school diploma, equivalent experience and education
Customer service-focused individual with excellent written and oral communication skills, detail-oriented, highly organized, able to balance priorities, takes initiative, reliable and resourceful
Ability to work independently and as part of a team
Strong computer skills with proficiency in MS Office Suite and the ability to learn new software
Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenter’s diverse communities of faculty, staff, students and visitors
Ability to handle all information with tact and discretion and recognize the confidential nature of ArtCenter business

Nice To Haves

Bachelor’s degree in human resources or business from an accredited college or institution
HR certificate or HR certification from an accredited body such as HRCI or SHRM
Prior experience in a Human Resources Department and/or higher education
Basic knowledge of labor and employment laws
Experience with Ellucian and Perceptives
Experience providing executive-level support

Responsibilities

Provide administrative and clerical support to the department and department leadership, including answering the phone, checking voicemail, assisting walk-ins, processing incoming mail, email and delivered packages, ordering supplies, photocopying, filing and communicating messages; monitor EEE and VPEEE email accounts
Monitor, respond or redirect as needed the EEE email account for timely responses and service delivery
Assist employees with basic information regarding College policies and procedures and benefits
Maintain EEE’s Inside and external web pages
Maintain documents and personnel files (paper and electronic), including filing and appropriate disposition of all confidential and sensitive documents
Calendar management for EEE leadership and EEE events, i.e., schedule and coordinate one-on-ones, department meetings, candidate interviews, travel logistics, meeting rooms, event spaces, and special events
Provide event logistical support such as, AV, signage, catering, photography and parking; and coordinate and prepare event-day activities for EEE events and meetings, including labor relations
Prepare independent vendor contracts and ensure they follow IRS and the College’s guidelines and policies, including AB-5 questionnaires to verify status for new vendors
Respond to and complete verifications of employment; conduct reference checks on job applicants
Process unemployment claims; research and respond to unemployment claims; notify third-party administrator with employer’s responses
Review and process monthly updates in Colleague for personal days for eligible employees.
Support EEE and EHS programs such as staff recognition, open enrollment, and wellness events
Prepare expense reports, Purchase Orders (POs), corporate credit card expense reports and assist in the compilation of budget and other administrative documentation for the office
Process student hire documents, provide campus job information to student workers, including requirements for I-9, timesheets, and deadlines; work closely with Financial Aid and the Center for the Student Experience (CSE) to ensure that student worker forms are processed correctly in accordance with their status
Set up students in Colleague
Ensure departments understand student hiring guidelines and processes; send updates regarding policy and/or procedural changes
Attend and represent EEE at student orientation
Set up new hires with mandatory and supplementary educational programs, track and report on progress for compliance; follow up with employees and provide reports to department heads
Maintain LMS learning and development systems (i.e. Vector, Cornerstone)
Coordinate entry interviews and new hire onboarding evaluations; track completion
Process new hire paperwork, verify authorization documents and complete I‑9s
Prepare and process guest lecturers with academic departments
Set up and maintain in Colleague
Process payroll forms upon completion of assignment
Serve on educational or college-wide committees, work groups, task forces and/or councils
Stay updated on labor and employment laws
Other tasks and projects as assigned