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HR Operations Manager
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Position Number: 4235158
Location: Santa Clara, CA
Position Type: Human Resources

HR Operations Manager

Position Title:
HR Operations Manager

Position Type:
Regular

Salary Range:

$69,600.00 - $81,850.00 annually; commensurate with experience

Pay Frequency:
Annual
A. POSITION PURPOSE

Reporting to the Director, HR Operations, the HR Operations Manager is responsible for the management of high-impact HR projects, student employment, and on-call and temporary employment. This position works closely with HR leadership team in developing and implementing student employment related policies and guidelines.

This position supports the payroll function and serves as backup for the processing of the University's semi-monthly payroll. Specifically, the duties include development and implementation of policies and guidelines to ensure regulatory compliance, and management of data accuracy in student employment.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1.Manage Student Employment

Manage and oversee a comprehensive student employment process for undergraduate and graduate students, including the timely and accurate processing of high volume student employment related data entry
Develop and implement employment opportunities for Santa Clara University students and programs enriching the quality of service given to hiring managers and the SCU student body.
Collaborate with internal and external functional areas to identify and utilize current and emerging technologies to enhance the effectiveness of student employment processes to streamline business processes.
Oversee the development, coordination and facilitation of student employment educational workshops.
Assure SCU community receives timely and accurate communications on impending mandated and processing changes, system usability issues, and new system functionality.
Collaborate and coordinate with Financial Aid and Finance Offices to make certain Work Study funds are processed per federal and University guidelines.
In coordination with Financial Aid and Finance Offices audit federal work study account and prepare necessary general ledger accounting entries.
Manage and oversee off-site federal work study programs.
Oversee the review and classification of student employment positions as it related to FLSA status and compensation.

2. Payroll Support

Provide back-up support for the processing of the semi-monthly payroll, including the processing of third-party vendor periodic employment tax related data files and quarterly and year end data files and reports
Provide back-up support for the processing of payroll related payments, e.g. termination and off-cycle checks.
Process the Period Activity Pay for faculty (supplemental payments) and any stipends or supplemental payments for staff/administrators.
In collaboration with Payroll Manager, ensure all questions pertaining to payroll from initial entry to payroll distribution are addressed accurately and timely.
Provide back up support for the timely processing of payroll distribution to general ledger.
Work with HR staff to review, resolve and prevent payroll related issues.
Serve as back up for the production and distribution of year-end forms, including W-2 and 1042 forms.

3. Project Management & HRIS

Partner with members of the HR Leadership team to manage high-impact projects, including development of project plans and development of communications strategies. Facilitate any modifications to HR workflows/processes.
Support the HRIS team in configuring, troubleshooting and testing Workday, including annual updates and system enhancements/modifications.
Support HR projects by gathering data and developing reports to inform business decisions.
Work interdepartmentally with external partners across campus to support the successful completion of HR projects.
Process and coordinate the hiring of temporary and on-call employees in support of University projects.
Provide back-up support for processing new employees in Workday.

4. Policy and Procedure Development, Interpretation, and Implementation

Ensure compliance with all applicable federal, state, and local legal regulations as it relates to payroll, faculty and student employment, including collection, completion and verification of I-9 and W-4 forms.
Advice in the development, review, and implementation of University payroll, faculty and student employment policies and procedures.
Review and approve, when necessary, student job descriptions and classifications, assuring equity and parity within the student salary schedules for recommendations for changes.
Write and disseminate faculty and student employment guidelines as necessary.
Oversee the development and maintenance of end-user documentation.

5. Other duties as assigned.

D. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge

Proficiency in HRMS relational database required, Workday experience preferred.
Experience with policy articulation and implementation, publications, and external relations important.
Solid understanding of employment and payroll laws and their applications to higher education, including student employment.

2. Skills

Outstanding organizational, communication (written and oral), and customer service skills essential.
Evidence of strong analytical and problem resolution skills with attention to detail.
Must be quick learner, with well-developed time management skills and ability to consistently meet tight deadlines.
Project management experience required
Staff supervision experience preferred

3. Abilities

Ability to function with minimal supervision and direction and an ability to advise both student employees and their supervisors.
Demonstrated ability to manage multiple tasks and exercise sound judgment.
Demonstrated ability to cultivate collaborative relationships with both internal and external constituencies.
Ability to handle confidential information with discretion.
Demonstrated interest and commitment to the mission of a Catholic, Jesuit university and a culture of service.

4. Education

Bachelor's degree required

5. Years of Experience

Minimum of five years of progressively responsible work experience in HR, administrative work or program management with substantial supervisory experience, ideally in an academic setting, required. Human resources staffing and/or payroll experience preferred.

F. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
Requires, occasionally, to work extended hours, weekends and or holidays with or without advance notice.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.
Mostly indoor office environment.
Offices with frequent interruptions.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/HR-Operations-Manager_R3424