Foundation for California Community Colleges,

HR Operations Coordinator

1 month ago
Employment type
Remote within California

Functional Title: Operations Coordinator, Human Resources

CALPERS Title: Coordinator

Department: Human Resources

Reports To: Manager, Contact Call Center, Human Resources

FLSA Status: Non -Exempt
Primary Work Location: CA Remote

Last Updated: March 2022
Flex Work Option: Some

Position Summary

As a member of the Human Resources team supporting the Contact Call Center, the HR Operations Coordinator’s (Coordinator) primary role is to participate in Foundation efforts to support back-office operations for recruitment and onboarding efforts for our Contact Call Center business. Serves as the primary contact for the Contact Call Center leadership team in providing HR services and support for recruitment, onboarding and orientation while providing excellent customer service, accuracy, responsiveness, and positive relationship building in a fast-paced environment. Effectively collaborates with other Foundation departments and program areas to help meet the goals of the Contact Call Center and HR department.

Essential Job Duties and Responsibilities

Recruitment Support:

  • Assists with the coordination of talent acquisition processes for the Contact Call Center.
  • Coordinates candidate sourcing, tracking, screening, interviewing, selection, reference, and background checks, hiring, and onboarding processes/paperwork for exempt and nonexempt Contact Call Center open positions.
  • Services as the first point of contact for candidate questions and inquiries, serves as a liaison between candidates and Contact Call Center departmental hiring committees.
  • Screens applicants for qualifications for internal positions.
  • Coordinates with the Human Resources department on matters with candidates and onboarding.
  • Manages and organizes Jobs inbox for all incoming applications for Call Center Contact applicants and Foundation career questions and requests.
  • Edits, reviews, and implements compliance measures on all job descriptions to organization standards and state regulations.
  • Provides and shares relevant industry insights.
  • Uses internal ATS and external job boards to fill open positions and anticipate future needs.
  • Coordinates, organizes, and attends career fairs, assessment centers and other events.
  • Actively participates in project-related work groups, HR initiatives, audits, and employee committees.

Operations & Systems Support

  • Assists with the day-to-day operations of the HR team supporting the Contact Call Center teams.
  • Creates and/or prepares reports, paperwork, communications, and mailings as needed.
  • Assists in the creation of metrics for recruiting and onboarding and gathers data for Contact Call Center team purposes.
  • Creates reports and supports organizational compliance to state regulations.
  • Inputs employee data or changes into the HR Information System.
  • Serves as liaison with other departments and teams in the resolution of day-to-day administrative and operational processes.
  • Assists with special projects including but not limited to I-9 audit, HR file audit, employee information updates, merging and storing HR files, special reporting, vendor communications, updating directories and organization charts, etc.
  • Assists in coordinating events or meetings as needed.

Onboarding & Orientation Support:

  • Manages Pre-Offer process and Offer Letter creation process in Workday
  • Provides IT/HR/Ops information for equipment shipping and Foundation account credential creation
  • Processes hire in Workday through to completion of onboarding
  • Sends combined New Hire Welcome Letter and Foundation First Day Email to New Hires
  • Sets up New Hire Orientation Meeting via Zoom
  • Facilitates New Hire Orientation with IT
  • Equipment Access
  • New Hire Orientation Presentation
  • I-9 Processing
  • Workday Overview
  • Processes Post Hire employee transfers in Workday to Training Manager
  • Distributes New Hire Survey
  • Submits Workday Ticket to distribute CDSS Specific Policies for signature

Other Responsibilities:

  • Emulates and participates in a culture of shared leadership and promotes organizational values.
  • Builds and cultivates relationships internally and externally where appropriate, acts as organizational brand ambassador as needed and provides business development support and input where there is opportunity.
  • Contributes to team effort by completing other projects and tasks as assigned.

Supervisory Responsibilities/Level of Supervision.

  • This role does not supervise.
  • Proven ability to manage by influence and ability to build and maintain credibility.
  • Receives assignments from HR Manager and Talent Acquisition Manager, Human Resources. Provided moderate instruction and a general direction as to professional goals and project involvement, as well as achievement of those goals. Evaluation is based on ability to perform essential job duties and responsibilities, as well as successful execution of tasks/projects.

Knowledge, Skills, and Abilities

  • Capability to lead by influence and collaboration; Strong ability to consider and employ multiple perspectives.
  • Strong skills in developing and maintaining interpersonal relationships among diverse staff across all levels within the organization.
  • Experience in supporting recruiting and employment branding efforts.
  • Proficient in the use of social media and job boards.
  • Willingness to understand the duties and competencies of different roles and programs within the Contact Call Center.
  • Working knowledge of Applicant Tracking Systems (ATS) and HRIS systems.
  • Understanding of OFCCP compliance.
  • Well-organized with the ability to plan, coordinate, and prioritize projects.
  • A leader and strategic thinker, and ability to influence positive organizational change.
  • Proficiency with Microsoft Office Suite, database software applications, and other office equipment.
  • Ability to exercise good judgment.
  • Ability to work effectively on teams and committees.
  • Strong written and verbal communication skills, and ability to present information effectively.
  • Ability to demonstrate initiative, follow-through, and accountability.
  • Ability to respond effectively to the most sensitive inquiries or concerns maintaining complete confidentiality where required.
  • Excellent perseverance and follow through skills.
  • General knowledge of Human Resources operations.
  • Ability to work remotely and navigate various technology platforms (Zoom, MS Office Suite-Teams, Outlook, Salesforce Lightning and other database programs, Google Suite, etc.).

Attributes for Success

  • Passionate about providing students with stronger pathways to education and building a more just and equitable California overall.
  • A self-starter and quick learner who is highly motivated and outcome-oriented, always seeking innovative approaches to project execution.
  • A commitment to continuous improvement and professional development.
  • A strategic and creative thinker who can problem-solve, working within and across teams to swiftly respond to needs identified across the California Community Colleges.
  • Practices ownership, takes accountability, and has the ability to manage own work, prioritize tasks, and deliver quality products on time with limited supervision.
  • Ability to work on a fast-paced team and build and maintain collaborative working relationships with internal and external stakeholders.
  • Knowledge of, or willingness to learn about, the California Community College system and the Foundation’s mission.

Education and Experience

  • Relevant AA/AS, equivalent work experience, or a combination of both.
  • Minimum of two (2) + years of progressive experience in human resources, recruitment, talent development or relevant field.
  • Minimum of one (1) + years of experience in an education or non-profit environment preferred.
  • Familiarity with the Community College system a plus.

Working Hours, Location, and Travel

This is a full-time position, 40 hours per week, with additional hours as needed to address the organization’s needs. This is a California-based position, with the flexibility to work remotely (in California) or in person at our Sacramento office. This position may require moderate travel to attend meetings, conferences, and perform other essential functions of the job.

Physical Requirements

The Foundation may make reasonable accommodations to enable individuals with disabilities to perform the job’s essential functions/physical requirements. The following physical requirements are essential to the performance of this position:

Must be able to remain in stationary position up to 4 hours at a time and 8 hours total in a day.

  • Ability to constantly work at a computer workstation for up to five consecutive days.
  • The person in this position frequently communicates with internal office staff and/or external third parties who have inquiries about their job tasks. Must be able to exchange accurate information in these situations.
  • Ability to frequently move and/or remain in a stationary position without breaks during meetings.
  • Ability to constantly operate a computer.
  • Ability to perform repetitive movements (e.g. typing and filing) and operate and use common office equipment (e.g. copy machine, printer, telephone).

Equal Employment Opportunity

The Foundation for California Community Colleges is committed to providing an environment of mutual respect where equal employment opportunities (EEO) are available to all employees and applicants without regard to race, color, ancestry, national origin, genetic characteristics, sex, gender identity, gender expression, sexual orientation, marital/parental status, political affiliation, religion, age, disability, pregnancy, childbirth, breastfeeding or veteran status. In addition to federal law requirements, The Foundation for California Community Colleges complies with applicable state and local laws governing non-discrimination in employment.

As the official nonprofit auxiliary to the Chancellor's Office, we aim to ensure our team reflects the diversity of the California Community Colleges and the 2.1 million students, campuses, and communities it serves. Individuals are hired for their deep understanding of each population’s unique needs and will join a collaborative environment where each team member plays an important role in helping Californians across all communities improve their social and economic mobility and build a better future for themselves and their families.

To apply

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