Senior Talent Acquisition Administrative Specialist at University of California Santa Cruz

Scotts Valley, CA 95066

About the Job

Senior Talent Acquisition Administrative Specialist

Location: Scotts Valley
Job ID: 68282

JOB POSTING

This is an administrative role and does not involve any recruiting or sourcing.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 05-13-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The University of California, Santa Cruz (UCSC) values and supports every person in an atmosphere of civility, honesty, cooperation, professionalism, fairness, and belonging. We embrace diversity in all its forms and strive for an inclusive community that fosters an open and productive environment. Staff Human Resources (SHR) is a service organization and we represent the University of California to our customers and to the public. Within the SHR organization, the Talent Acquisition unit demonstrates integrity and professionalism, with the goal to strategically work as a partner with our customers by providing recruiting expertise and promoting dialogue at every opportunity in order to achieve the most appropriate and effective hiring solutions.

More information can be found at: https://shr.ucsc.edu/talent-acquisition/index.html

JOB SUMMARY

Under the direction of the Talent Acquisition Associate Director, the Senior Talent Acquisition Admin Specialist (STAAS) supports the training and successful completion of the daily work of a team of TA Admins, who serve as primary support to the team of TA Consultants (TAC), campus managers, supervisors and administrators on a wide array of recruitment related functions, including Affirmative Action underutilization concepts. The STAAS develops and implements advertising strategies to successfully attract a high-quality workforce and meet underutilization goals. Partners with hiring managers to document complex hiring processes in the Recruitment Document Suite (RDS). Cultivates strong professional networks and maintains a strong knowledge of the current systems, including the University's payroll and recruiting systems (UCPath, TAM, ServiceNow, FileMaker Pro, the RDS), and the Tracker I-9 system, along with the related internal business processes. Ensures job postings are reviewed for compliance with applicable Federal and State employment law, UC policy and union contracts prior to posting. Provides guidance and strategies to accomplish recruitment related goals and objectives within the scope of policy and practice; advises on and manages the hiring and onboarding processes. The STAAS actively participates in team projects and workgroups, and supports the TA team to deliver training, participate in community outreach, and may facilitate applicant workshops and attend job fairs. In addition, the STAAS provides support to the Background Check and Transfer In Lieu of Layoff/Preferential Rehire/Recall programs, and serves as a subject matter expert on foreign national hiring.

APPOINTMENT INFORMATION

Budgeted Salary: $78,000 - $83,000/annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

Full-time, Fixed
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Scotts Valley Campus

Union Representation: Non-Represented

Job Code Classification: EMPLOYMENT REPR 3 (007748)

Travel: Never or Rarely

JOB DUTIES

55% - Recruitment / Employment Support

Works in a collaborative manner with team colleagues, hiring units, other areas of HR and outside agencies to resolve questions and problems, meet compliance requirements, and make strategic recommendations to achieve overall hiring goals. Provides additional support for hard to fill positions or complex hiring situations, such as working with search firms. In collaboration with Equal Employment Opportunity / Affirmative Action (EEO/AA), consults with and educates hiring managers on affirmative action matters and related policies and procedures.
As a member of the TA Admin team, performs various duties related to job postings. Ensures job posting details are accurate and compliant with applicable Federal and State laws, university policy, collective bargaining agreements and local procedures. Ensures job postings include appropriate language related to special conditions of employment including background check requirements, legally mandated programs, and follow local procedures pertaining to initial review dates. Posts final job postings to the webportal according to the established recruitment plan. Removes job postings as directed by the assigned Talent Acquisition Consultant (TAC) and the hiring unit.
Facilitates recruitment advertising campaigns on dedicated online sites, in professional publications, and other appropriate sources, utilizing an outside advertising agency. Acts as the primary contact to the outside advertising agency. Ensures that sourcing and recruitment efforts comply with federal and state laws, system-wide policies, and local procedures governing EEO/AA.
Schedules new employee first-day orientation meetings, and includes union representatives as appropriate. Reviews accuracy of hire transactions.
Conducts recruitment file reconciliation in the Recruitment Document Suite (RDS) ensuring the unit correctly and thoroughly documented their recruitment process and compliance with fair hiring standards was met. Completes final status updates in the applicant tracking system for all applicants and candidates.
As facilitator, develops and maintains an orientation program that is engaging and welcoming for all employees. Coordinates all aspects of remote and in-person orientation meetings including zoom invitations, appropriate communication with union representatives, and scheduling of guest presenters. Updates orientation presentation videos and slides.
Prepares required employment forms, uploads forms into DocuSign. Explains forms, answers employee questions, and gathers legally necessary signatures during orientation meetings. Ensures completed employment forms are collected and routed following local guidelines.

30% - Project Support

Collaborates with Assoc. Director to prioritize project assignments, conduct research and analysis, and develop recommendations on assigned projects.
Represents TA in cross-functional SHR meetings, workgroups, and projects.
Resolves a wide range of administrative issues on behalf of the TA team.
Schedules and organizes weekly team meetings, manages team workgroups, and maintains unit-specific web pages.
Writes and documents TA business processes, troubleshoots system issues, and identifies and recommends improvements in systems and processes.
Provides direct support to the TA Director and Associate Director to organize and manage numerous projects related to system wide, campus wide or department initiatives.

10% - Training and Process Documentation

Participates in training of new TACs to understand TA Admin operations and overall team collaboration. Directly supports the training of new TA Admin staff.
Designs, maintains, and facilitates training for team members and campus clients in using systems such as ServiceNow, Tracker I-9 Complete, the RDS, DocuSign, and FileMaker Pro. Provides training to client groups on Hiring Manager Recruitment and the UCSC Applicant Workshop.
Supports TA operations by writing and documenting business processes, troubleshoot system issues, and identify improvements in systems and processes.

5% - Applicant Outreach

Participates in community and statewide outreach events (e.g., job fairs) and develops event handout materials.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience and / or training
Thorough knowledge of HR processes and forms, of organizational policies and procedures; knowledge of functional area and understands how work may impact other areas.
Knowledge of the employment law and recruitment, screening, interviewing and referral processes.
Knowledge of other areas of human resources as it relates to the recruitment and employment functions.
Excellent interpersonal skills with the ability to establish and maintain inclusive working relationships with diverse people and groups.
Excellent verbal communication skills.
Excellent written communication skills.
Demonstrated ability to work cooperatively and productively within a strong team environment.
Demonstrated abilities associated with problem identification; reasoning; ability to conduct complex analyses and make effective decisions and recommendations.
Excellent attention to detail.
Highly skilled in public speaking with ability to speak effectively and articulately in front of a large audience.
Experience working in a service focused setting with an emphasis on effectiveness, professionalism, tact and integrity.
Ability to exercise judgement and discretion in handling sensitive and/or confidential issues and/or information
Excellent organizational and time management skills.
Experience using applicant tracking systems, HR information systems, or similarly complex databases.
Knowledge and experience using standard computing tools including databases, web-based research tools and ability to learn new systems and tools.

PREFERRED QUALIFICATIONS

Knowledge and experience using Google office applications.
Experience with PeopleSoft program(s).
Bilingual in English and Spanish.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Ability to work occasional evenings and weekends as directed.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to maintain appearance and conduct suitable for working in a professional setting.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=68282&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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