Human Resources Assistant

Details•San Diego, CA

3d•Onsite

About The Position

The Human Resources Assistant position at the University of San Diego is a full-time, temporary, benefit-based role. This position provides essential administrative, clerical, and logistical support for the university's recruitment, onboarding, and employee engagement initiatives. The Assistant will work under direct supervision and adhere to institutional guidelines, serving as a key resource for the Employee Engagement Team. Responsibilities include ensuring data integrity and legal compliance through tasks such as data entry for background checks, tracking I-9 verification, and maintaining attendance logs for orientations and engagement events.

Requirements

High school diploma or GED (General Education Diploma) equivalent.
Two years experience in a business/office environment in a reception/customer service role.
Two years of college coursework can substitute for one year of office experience.
General knowledge and overview of all business operations to assist faculty, administrators, staff, and students.
Working knowledge of Human Resources policies, processes, and procedures, especially as they relate to HR front desk operations.
Ability to effectively analyze customer concerns and communicate as appropriate.
Excellent word processing skills and familiarity with other software programs.
Working knowledge of office practices and procedures.
Excellent interpersonal skills.
Excellent organizational and time management skills; detail-oriented; effectively manages workflow and customer requests.
Excellent telephone etiquette.
Demonstrated ability to work effectively with multiple phone lines.
Ability to represent the University and the department in a positive manner with prospective and current employees.
Ability to relate effectively with a wide variety of people; learn and use operating practices of the HR department and the University.
Ability to provide service in a courteous, prompt and efficient manner.
Ability to cooperate as a team member with the entire HR department.
Ability to efficiently work in an ever-changing multi-task, multi-deadline environment.
Flexibility and adaptability to change.
Punctuality.
Excellent judgment and ability to evaluate and process confidential Human Resources information with tact and discretion.
Successful completion of a pre-employment background check.
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Nice To Haves

Workday and MS Office experience preferred.
Ability to speak Spanish preferred.
Experience in Human Resources preferred.

Responsibilities

Assist with administrative tasks of the university recruitment cycle, including preparing draft job postings, updating candidate pipeline statuses, and compiling final job closure files.
Assist applicants navigating the Jobs@USD/Workday platforms; resolve frontline technical issues and respond to general application inquiries.
Monitor and manage high-volume departmental inboxes (e.g., Human Resources and Jobs), responding directly to standard policy questions and routing complex scenarios to specialized HR team members.
Provide administrative support with the I-9 expiration report and E-Verify cases.
Schedule and conduct document review meetings, follow up with non-compliant personnel, and accurately execute Section 2 of the I-9 form within Workday.
Initiate pre-employment background checks within Truescreen under direction, track background check progress, and flag pending results for review.
Assist in pulling and updating recurring recruitment and onboarding reports within PageUp and Workday HRIS.
Maintain the master annual orientation tracking database.
Assist with scheduling logistics, sending confirmation communications, and tracking attendance logs for university onboarding sessions.
Review welcome letters to ensure accuracy in start dates, compensation, and onboarding details before distribution.
Share standard USD policy guidelines and HR resources with employees and supervisors as directed.
Maintain strict security and discretion regarding sensitive personal information, background records, and internal HR communications.
Assist with logistics for regular internal events and monthly T.E.C. initiatives.
Secure space reservations through EMS and appropriate logistical details.
Track event registration, actively monitor capacity, manage waitlists, and update attendee rosters.
Provide hands-on operational support during campus events, including material preparation and interactive elements (e.g., event stamping).
Assist with the preparation and distribution of employee gifts and awards.
Design engaging monthly T.E.C. event flyers and presentation decks for meetings, ensuring clear messaging and brand alignment.
Maintain inventory and prepare physical event materials while providing cross-functional administrative assistance.
Act as a point of contact for employees regarding event inquiries, registration troubleshooting, and logistics.
Other duties as assigned.