HR Administrative Specialist

This is a 100% Limited position for 6 months with the possibility of extension or conversion to career status.

Reporting to the HR Administrative Operations Manager, the HR Administrative Specialist receives daily operational direction from the Special Projects and Administrative Officer. The incumbent provides administrative support to senior domain leaders, ensuring seamless day-to-day operations and facilitating the achievement of departmental goals. This role is responsible for managing complex calendars, scheduling meetings and appointments, and coordinating travel arrangements, as needed.

Incumbent provides general office and administrative support to Human Resources domains and units, assisting with long and short term administrative needs, as assigned. Function with professionalism and flexibility in a team environment. Prepare and process correspondence and reports as assigned. Demonstrate ability for creative and innovative problem solving while remaining open to new processes and practices.

The HR Administrative Specialist also provides administrative support to the HR Administrative Operations Manager and the Admin Officer. Incumbent serves as backup to the HR Office Manager and may handle special projects, as assigned. Incumbent may also provide assistance with in-person and virtual events. Incumbent must complete UCPath transactor training and all mandatory trainings.

The incumbent must be able to maintain confidentiality, operate using independent judgement, and handle sensitive information with discretion. The incumbent understands implications of work and makes recommendations for solutions. A successful HR Administrative Specialist uses critical thinking to determine methods and procedures on new assignments and projects, in partnership and consultation with the HR Administrative Operations Manager and the Admin Officer. Incumbent is expected to conduct themselves ethically and with the utmost integrity in carrying out their responsibilities.

• Excellent interpersonal and communication skills, both oral and written. Demonstrated ability to effectively communicate clearly with others. Ability to resolve conflicts while maintaining a professional relationship.

• Demonstrated experience managing calendars & meetings for senior leaders. Experience planning/scheduling meetings and events efficiently and accurately.

• Demonstrated ability for active listening, critical thinking, and time management skills.

• Demonstrated organizational skills, ability to multi-task, attention to details, and ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner.

• Demonstrated ability to provide excellent customer service.

• Proven ability to be a team player.

• Demonstrated problem solving ability and aid in developing potential solutions, implementing appropriate solutions, and monitoring results or progress.

• Demonstrated ability to self-motivate, to independently follow tasks through to completion, and to take ownership of work performance.

• Demonstrated competency with and commitment to fostering fairness, respect, and inclusion in alignment with the Principles of Community.

• Demonstrated proficiency in using Microsoft Outlook, Word, Excel, Planner, and PowerPoint.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Overtime may be required.

• This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).