Human Resources and Employee-Employer Relations Department Manager
Classified Administrators and Managers
Job Opening Date:
February 13, 2023
Job Closing Date:
Mission Viejo, CA
Pay Grade, for more information click on this link:
Pay Rate Type:
Monday - Friday
8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs)
Hours Per Week:
Percentage of Employment:
Months of Employment:
Starting salary at $7,646 per month
Resume and Cover Letter
Classified Manager District Management Team Salary Range 9
Initial Screening Date: March 6, 2023
A resume and cover letter are required.
Specifications are intended to present a descriptive list of the range of duties performed by employees in the position. Specifications are not intended to reflect all duties performed within the job.
To manage the Office of the Executive Director of Human Resources & Employer/Employee Relations, assuring that work is performed in a timely and accurate manner; represent the Executive Director's office as appropriate; perform a variety of highly responsible, confidential and complex administrative support duties for the District Executive Director, and other Human Resources Management Team members; assist the Executive Director with accomplishing their duties and responsibilities by providing complex technical support for a wide variety of human resources functions including negotiations support to the Executive Director, Vice Chancellor and the Executive Assistant to the VCHR, programs, services, operations and activities. Assist in coordinating and maintaining the operational aspects of the Office of Human Resources on a day-to-day basis, ensuring that the office is run in an efficient, timely and accurate manner; assist in facilitating the smooth flow of work and office operations; and perform research and special projects as assigned.
To foster a culture of collaboration, mutual respect, innovation and continuous ·improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Executive Director of Human Resources.
Provides training, supervision, and technical work direction to classified, short-term, and temporary and substitute personnel as assigned.
The following duties and responsibilities are typical for this position. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Manage the office of the Executive Director of Human Resources, relieving the Executive Director of a wide and complex variety of administrative details; coordinate and manage specialized functions or projects independently as assigned; research, analyze and evaluate a wide variety of issues, data, recommendations, and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate; attend and contribute to communication meetings as assigned.
Perform administrative support duties to assist the Executive Director and HR Management team in meeting reporting requirements, functional responsibilities, and research objectives; coordinate the work of assigned office; assign, schedule, coordinate, oversee and evaluate the flow of office work and perform work in a timely and accurate manner.
Coordinate closely with the Office of the Vice Chancellor and Chancellor in matters related to Board agenda preparation, closed sessions, contracts, subpoenas, legal issues, and coordination/scheduling of meetings; assist the Office of the Vice Chancellor with events, presentations, and phone/reception support; regularly support the Office of the Vice Chancellor as needed.
Participate with the management team to facilitate efforts in organizational planning, work processes and procedures that facilitate attainment of established program goals and objectives; develop, implement and maintain appropriate methods and procedures to optimize efficient and effective delivery of services related to assigned functions; monitor and evaluate operations and activities and take corrective actions as necessary.
Perform a variety of complex, responsible and confidential executive support work, such as the timely processing of unfair labor practices, civil rights and fair housing complaints, unlawful discrimination and harassment complaints by employees and students involving sexual harassment, employment contract violations and other issues, including preparation of related reports to the State Chancellor's Office in accordance with legal requirements.
Provide staff support to the Executive Director and HR Management Team members regarding the pre-disciplinary and disciplinary ("Skelly") process; gather information and documentation to draft and formalize disciplinary letters to employees, ensuring that the appropriate supportive paperwork is in order and attached; follow outlined steps and actions to follow in order to comply with District policy and Education Code requirements, ensuring that proper protocol and deadlines are followed; comply with and follow up within the proper deadlines to ensure compliance and no negative impact on the District; provide representatives of the appropriate unions (CSEA, POA and Faculty Association), various attorneys, and witnesses, in a timely manner, with copies of appropriate documents and information of each step in the process; monitor follow-up dates to ensure that appropriate and timely action is taken.
Schedule meetings and interviews with legal counsel and witnesses; coordinate and schedule meetings between the District attorney(s) and witnesses, employees, students and others for interviews and discussions; prepare resolutions and appropriate documentation for Board meetings and mail to appropriate involved parties as required; maintain proper relations with attorneys' offices, as well as other employees within the District, to ensure that disciplinary actions are addressed efficiently according to legal timelines.
Schedule meetings and hearings with arbitrators and mediators; schedule disciplinary meetings with the Executive Director, Vice Chancellor, and District attorney(s), as well as union representatives and witnesses who will appear during the proceedings.
Prepare and administer program budget(s); prepare cost estimates for budget recommendations; submit justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; resolve budget issues and problems; process budget/expense transfers; and recommend budget revisions and all budget requests and payments.
Prepare and administer consultant agreements for services provided by outside vendors to the District and colleges; coordinate contracts/agreements requiring legal review prior to execution and/or board approval; prepare board agenda documents and resolutions for submittal to the Board of Trustees.
Serve as liaison between Executive Director, Vice Chancellor and the Chancellor, administrators, academic and classified staff, students, representatives of the community and the public, by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the Executive Director or others.
Coordinate the Classified Outstanding Employees of the Year award project; work within Board policies and administrative guidelines to ensure the smooth coordination and implementation according to established timelines; establish a selection committee according to established procedures; schedule and attend committee meetings; monitor all stages of the selection process; compile and verify the accuracy of the final scores; order plaques (individual and perpetual), gift cards, parking permits and other items of recognition.
Coordinate with the classified development staff to assist in complying with deadlines in honoring the employees at a specified staff development day; create letters to be given to recipients; provide recipient information to the District Director of Public Affairs and Governmental Relations so that Board resolutions can be prepared; forward plaques and other items to the appropriate office for presentation.
Assist with establishing annual list of employees eligible to receive pins for District service according to established presentation schedule, verifying the accuracy of employee information; invite administrators, managers and employees to presentation ceremonies and maintain lists of those who will attend; prepare an envelope for each employee containing the service pin and mail service pins to non-attendees; reorder custom service pins, invitations, envelopes and service pins to ensure adequate supplies.
Assist with updates and modifications to the District and HR websites, including forms and information.
Review, format, edit and forward the HR classified and academic Board agenda items, ensuring accuracy and adherence to scheduled deadlines; distribute the finalized board agendas and maintain the permanent record of the items approved by the Board.
Update a variety of documents and databases, including TB tests and organizational charts; research detailed statistical data and audit reports.
Assist in the preparation of positions for collective bargaining. Take notes, prepare Tentative Agreements, Memorandums of Understanding, and updates to Collective Bargaining agreements. Assist in the research and preparation of documents and information related to negotiations and implementation and administration of collective bargaining agreements; maintain confidentiality regarding the District's positions on negotiations and other matters covered in the collective bargaining agreements.
Arrange and schedule quarterly new employee orientations for administrators, managers, and classified employees, and annual orientations for new faculty; invite and coordinate presenters and prepare materials; coordinate and invite all new employees; and maintain list of attendees.
Coordinate and schedule employee workshops and seminars. Coordinate and obtain workshop presenters and locations, arrange for catering, necessary equipment and supplies, and maintain RSVP list; provide setup and assistance for all workshops.
Coordinate and work with District and college administrators and managers, representatives of risk management, payroll, accounts payable, purchasing, admissions and records, academic and classified senate, Collective Bargaining groups and employee organizations on various tasks and in varying degrees.
Coordinate travel arrangements, schedule meetings, and arrange for facilities to accommodate said meetings.
Arrange all travel including airline and hotel reservations, ground transportation, registrations, and workshop reservations for Human Resources Department personnel to attend conferences and job fairs; prepare and arrange shipping for display booths and materials to distribute; and process reimbursement requests.
Prepare and process travel reimbursements submitted by job applicants for Administrative and Classified Management positions (in accordance with Board Policy) on behalf of Irvine Valley College, Saddleback College and District Services; prepare packet to include backup documentation, create purchase requisition; and obtain signatures as needed.
Serve on District committees, task forces and other work groups as needed; provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
Compose correspondence independently, including, but not limited to, probationary releases, and layoff notifications; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals and other materials according to established procedures and standards.
Operate a computer, using word processing software, to compile, type and format information, correspondence, reports, and booklets dealing with research projects, confidential personnel issues, collective bargaining matters and other confidential or sensitive areas as assigned; proofread, print, copy, assemble and distribute all written material according to established timelines; maintain mailing lists relative to assigned functions.
Answer the telephone, screen calls, and provide general information regarding human resources functions; receive, open and distribute mail; receive and verify accuracy of invoices, investigate and resolve discrepancies; type payment authorizations and follow up on payments as required; and maintain extensive files for the functions assigned.
Assist with office redesigns, schedule installations, coordinate all aspects with employees and outside vendors; select and purchase equipment for staff needs.
Prepare and submit work orders and arrangements for department needs related to maintenance and operations, set up requests, repairs and installations.
Prepare and submit work orders and arrangements for technology requests including repair, purchase, troubleshoot, installation.
Perform related duties as assigned.
Report to work on a regular and consistent basis, as scheduled, to assigned job.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to an Associate degree with major course work in business, secretarial science, office administration or a related field. A bachelor's degree with major course work in business or public administration is desirable.
At least four years of increasingly responsible secretarial or administrative assistant experience, including three years in an administrative office of a public agency, preferably in a human resources office.
Basic research methods and techniques.
Budget preparation and monitoring.
Correct English usage, composition, grammar, spelling, punctuation and vocabulary.
Current e-mail, Internet, word processing, spreadsheet and database programs, methods and techniques.
Data gathering procedures and mathematical concepts.
Interpersonal skills including tact, patience and diplomacy.
Modern administrative office practices, procedures, methods, electronic technology, and equipment.
Operation of computer, peripherals, and software programs, including information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Planning and organizational skills.
Principles and practices of training and providing work direction to others.
Principles, practices, and procedures of business letter writing, data collection, complex inter-related financial and statistical record keeping and report preparation.
Processes, procedures, and practices of budget preparation and administration.
Statistical procedures and mathematical concepts.
Techniques used in office management and public relations, including receptionist and telephone techniques and etiquette.
Communicate clearly, concisely and effectively, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary, with diverse constituencies within and outside of the District.
Compile and maintain accurate narrative, statistical and financial records.
Compile information and write complex reports and business correspondence independently.
Effectively present information in person or on the telephone.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Establish, review and revise office work priorities.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
Independently compile information and compose written materials such as correspondence, reports and memoranda.
Learn and correctly interpret, apply and explain the policies, procedures and regulations related to the function to which assigned.
Learn, apply, explain, and work within the applicable laws, codes, rules, regulations, policies, procedures and other requirements related to the Human Resources Office by completion of probationary period.
Learn District and College organization, operations, and objectives quickly.
Learn District and College policies and State and federal laws and regulations quickly.
Maintain accurate statistical and financial records.
Maintain confidentiality of sensitive information.
Operate a variety of office equipment.
Operate and use proficiently a variety of modern office technologies and computer software programs, including the World Wide Web and Internet, ERP/HRIS, electronic mail and management meeting/scheduling programs, word processing, spreadsheet, database management and site-specific software.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Participate in the preparation and administration of assigned budgets.
Perform assigned work with speed and accuracy.
Perform responsible and difficult office management and technical support work in the Human Resources Office involving the use of independent judgment and personal initiative.
Plan and organize work.
Provide technical information and assistance to others concerning employment policies and human resources transactions.
Relate effectively to people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
Respond to requests and inquiries from members of the Board of Trustees, administrators, students, staff or the public and effectively present information in person or on the telephone.
Schedule and assign the work of others as assigned.
Train and provide work direction to others as assigned.
Type, format, proofread, duplicate, and distribute documents and other written materials, such as reports, negotiation documents, business correspondence and procedure manuals.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Understand the organization and operation of assigned office as necessary to assume assigned responsibilities.
Use sound judgment in recognizing scope of authority.
Work independently, accurately, and effectively in the absence of supervision.
Work effectively with diverse populations.
Work within the policies, functions and requirements of area of assignment.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Standard office setting. Duties are performed primarily in an administrative office environment while sitting at a desk or computer workstation. An incumbent is subject to frequent interruptions and contact in person and on the telephone with others and demanding legal timelines. At least minimal environmental controls to assure health and comfort.
An incumbent regularly sits for long periods, sees to read information from computer screen, electronic displays and all printed material, including fine print; walks short distances on a regular basis, occasionally travels to various locations to attend meetings and conduct work, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; hears and understands voices over telephone and in person; and occasionally lifts, carries, and/or moves objects weighing up to 25 pounds.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. Beginning January 8, 2022, all employees and volunteers must be fully vaccinated (as defined by the Centers for Disease Control) against COVID-19 unless approved as exempt due to a verified disability/medical condition or sincerely held religious belief (as defined in federal or state laws and regulations). More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications.
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to firstname.lastname@example.org.
Report to work on a regular and consistent basis, as scheduled, to assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.
Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.