Employment Services Coordinator (Administrative Support Coordinator II), Human Resources Division

Job Summary

Under general direction, the Employment Services Coordinator serves as the first point of contact for the Employment Services department. Greets customers with enthusiasm and identifies their needs via phone or in-person. Provides an entire clerical and administrative support to the Employment Services team. Coordinates the onboarding program which includes reviewing and preparing sign-in documents, checking electronic sign-in process, setting up the conference room and onboarding new hires. Provides guidance on recruitment processes and status updates, posting career opportunities as needed, receiving and maintaining confidential information/data and entering data in automated Human Resources systems and databases. Assists with the training of student assistant.

Responsible for maintaining and archiving recruitment files, gathering data to create reports, and interacting with and solving problems for customers and department staff. Uses customer service and problem solving skills to respond to applicants and customers via email, telephone, and in person. Coordinates and schedules meetings and events. Coordinates and works with individuals at all levels within the organization.

Responsibilities

Cross Functional Coordination & Operational Support, duties include but not limited to:
• Perform office coordination operations and liaise with all external partners to maintain working relationships with university administration, faculty and staff, distinguished alumni, and others.
• Screen calls, emails, in- person visitors to appropriate HR Departments, assist and answer general or complex HR inquiries; routes to appropriate respective HR personnel if needed.
• Ability to communicate effectively via verbal, written, and electronic correspondence (e.g., answering phones, sending emails, responding to department inquiries, etc.).
• Distributes office documents, process mail, and submit work orders as needed.
• Order/replenish office supplies and maintain inventories.
• Coordinates the off- boarding process.
• Assist with approval and processing of Volunteers and third- party requests for system access. Monitor and assist with determining if background checks or live scans are needed.
• Complete unemployment verifications (i.e., EDD, Equifax, etc...) as needed.
• Track, monitor, send notices, and reverify upcoming reverifications for Federal I9 compliance.
• Coordinate and perform data entry and updates in PeopleSoft, including but not limited to name changes, POI requests, and educational updates. Ensure accuracy of records and route required documentation to Payroll and Benefits in accordance with established procedures.
• Serves as backup support to the background check process for all new hires and maintains compliance with policy standards.
• Assist in responding to transactions and data entry within PeopleSoft and/or other systems for student employees (i.e. hire, change job, end job, personnel data changes, etc.) to ensure timely and accurate processing during high peak times.
• Support the Director on special projects as required.
• Employment Services Drupal Coordinator for website updates.
• Assist Director in developing a project plan list and outline deadlines and monitor the progress of Employment Services projects.
• Assist to create surveys, compile, and analyze data and create reports with recommendations to evaluate the effectiveness of Employment Services programs.
• Coordinates the employment services office calendar.
• Provides coordination for the Director’s calendar, travel, and meetings; gathering background and supplemental information, maintaining meeting agendas, taking meeting minutes, and following up on action items as needed.

Onboarding Delegate
Typical responsibilities include, but not limited to:
• Performs onboarding and employment related business processes and recruitment for all staff, management, students, and faculty.
• For all new hires, monitor and ensure completion of HR onboarding compliance forms, Tracker Federal I-9 process, and Mandated Reporter through the CSU Recruit/onboarding portal.
• Prepare/gather documents and review for personnel file.
• Serve as a point of contact for onboarding portal users.
• Provide guidance to onboarding delegates and applicants to ensure completion of tasks to be completed.
• Monitor Campus Request Forms through Adobe Sign.
• Creation of Zoom sessions for Virtual Onboarding; schedule an onboarding session for each new hire and send out calendar invitations for in person and virtual onboarding.
• Meet with each new employee to review documents completed.

• Assist with Human Resources projects and events.
• Assist with planning, presenting and/or coordinating the New Employee Orientation (NEO).
• Perform all