Human Resources Assistant

• 1–2 years of prior experience in an administrative or customer service position
• 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 well in a multi-ethnic and multi-cultural environment with students, faculty, staff and visitors
• 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
• A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
• Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter HR business

• Bachelor’s degree in Human Resources or Business from an accredited college or institution
• Prior experience in a Human Resources Department
• Basic knowledge of labor and employment laws
• Prior work experience in higher education
• Experience with Ellucian and DocuWare
• Experience providing executive level support

HR Operations — 75%

• Provide administrative and clerical support to the department, including answering the phone, assisting walk-ins, processing incoming mail, email and delivered packages, ordering supplies, photocopying, filing and communicating messages; monitor HR and VPHR email accounts
• Assist employees with basic information regarding College policies and procedures and benefits; send annual anti-discrimination policies and Conflict of Interest disclosure forms to leadership
• Maintain HR’s Inside and external web pages and HR lobby message board by updating or deleting information
• Maintain HR documents, personnel files (paper and electronic), including filing and appropriate disposition of all confidential and sensitive HR documents
• Perform confidential administrative support for employee-related activities and transactions with VPHR, AVPHR and the Director, Organizational Development
• Calendar management for the VPHR, AVPHR and HR events, i.e., schedule and coordinate one-on-one, department meetings, candidate interviews, travel logistics, and special events
• Assist with coordinating and managing HR and Environmental Health and Safety events
• Respond to and complete verifications of employment
• Process all EDD reports and claims
• Support Talent Management with background and reference checks; new hire onboarding, prepare new hire packets and assist new hires with onboarding paperwork; set up new hires with mandatory training, track and report on progress for compliance
• Prepare expense reports, Purchase Orders (POs), corporate card expense reports and assist in the compilation of budget and other administrative documentation for the Office

Student Hiring — 20%

• Administrative support for student hiring, 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

• Other tasks and projects as assigned

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs, or designee or the Associate Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

This is a full-time position with a schedule of Monday through Friday, 8:30 to 4:30 p.m. The position is eligible for flexible scheduling and can be performed, remotely, hybrid or combination or required as a condition of employment. 

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: The position is generally performed in an office setting. Primary functions require sufficient physical ability and mobility to work in an office setting or attend/work events; to sit or stand for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Must be able to travel between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.