Human Resources Generalist

Job Posting Title:

Job Description:

Position Overview:

The Human Resources Generalist, under the direction of the Assistant Vice President and Chief Human Resources Officer, will bring an organized, proactive approach to the daily operations of the department and will be responsible for processing Bi-weekly payroll, the coordination of the student employment process, HR departmental activities, assist with performance appraisal, worker’s compensation and disability leave administration and assisting with general Human Resources inquiries from students, staff, and faculty.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S.  News and World Report, and the Princeton Review.

Education and Experience:

Bachelor’s degree in a related field and 1-3 years of experience working within Human Resources. Experience in private sector higher education and Workday is preferred. Candidates from other industries or agency backgrounds should demonstrate their understanding of and ability to work effectively in a higher-learning environment. 

Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.

HR Generalist - 75%

• Oversee KGI’s student employment onboarding and orientations, including preparing position descriptions, posting jobs on the student portal Handshake, preparing offer letters, new hire packages, and notifications to various departments.

• Review and obtain bi-weekly staff time and attendance documents, process special (off cycle) payments, and maintain required documentation.

• Collaborate with the Financial Aid office to help facilitate the Federal Work Study (FWS) program by posting FWS positions, coding FWS eligible students as FWS employees in the HRIS, and providing reports or other data as needed.

• Assist in administrating faculty and staff quarterly meetings, recognition programs, and employee engagement initiatives.

• Coordinates, processes, verifies, and maintains HR-related work, including but not limited to: workers’ compensation and leave administration, training, benefits, employee relations, performance evaluations, classifications, and I-9s.

• Researches and analyzes HR related topics to help assist in resolving issues and/or creating solutions.

• Performs and may coordinate data entry for processing transactions and maintaining and keeping information current for candidates, employees and/or retirees on a variety of HR issues.

• Research and resolve employee inquiries regarding employment or payroll-related issues or concerns with the assistance of the HR Generalists.

• Respond to internal and external audit requests pertaining to payroll and benefits.

• Provides administrative and related support to the Chief Human Resources Officer and HR Generalists.

• Assist in developing, delivering, or assisting with the delivery of training and development programs. including in-person delivery, online delivery and content curation through learning platforms.

• Add, remove and maintain training licenses and transcripts for appropriate Institute staff and faculty.

• Maintain Institute-wide personnel-related files and records database for all employee-related information, ensuring the database remains up-to-date and accurate.

• Assist in the onboarding and offboarding of employees.

• Maintains high standards of confidentiality of all employee records and documents.

• Update and maintain appropriate organizational charts for the Institute.

• Back up the HR Generalist and Talent Acquisition Coordinator, as needed.

• Other duties or special projects as assigned by the Assistant Vice President and Chief Human Resources Officer.

Payroll and Time and Attendance – 25%

• Manage the bi-weekly payroll-related workflow to ensure all payroll transactions for non-exempt staff are processed accurately and on time.

• Review and obtain time and attendance records, process special payments, and maintain required documentation.

• Review/analyze payroll reports to ensure correct payroll components, job profiles, etc., are reflected in the HRIS. This includes conducting thorough payroll audits to ensure that no payroll items hit the suspense ledger and are charged to the correct cost centers, functions, funds, etc.

• Process payroll adjustments as requested by the Office of Sponsored Research and Projects in cases where grants were not charged before payroll closed.

• Responsible for gathering authorization from supervisors regarding payroll exceptions and changes.

• Research and resolve employee inquiries regarding payroll-related issues or concerns.

• Reconcile and problem-solve all payroll issues and accompanying records, communicate solutions directly to the Assistant Vice President and Chief Human Resources Officer, and directly to the employee as needed.

• Collaborate with The Claremont Colleges Services payroll team to ensure deliverables are met.

• Provide support in overseeing accrual maintenance and processing paid sick time, vacation, and other leaves, including unpaid.

• Maintain accurate data integrity for all payroll records.

• Other duties as assigned.

Required Knowledge, Skills and Abilities: Individuals must possess knowledge, skills, and abilities to perform the essential functions of the position successfully, or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.

• Experience and working knowledge of HRIS systems, platforms, and applications (Advanced knowledge and experience with Workday preferred.

• Well-organized, creative, and self-directed individual who exhibits a high level of integrity that inspires trust and confidence.

• Proven ability to analyze, summarize, and present complex data to various constituencies in accessible terms, both verbal and in writing.

• Possess an adaptable work style, curiosity, composure, tact, diplomacy, and a sense of humor.

• Ability to work on multiple projects simultaneously, prioritize conflicting assignments, and maintain focus on project completion; time management.

• Must possess well-developed customer service, organizational, analytical, and problem-solving skills and the ability to work cooperatively with diverse people.

• Strong communication skills (written and verbal), including the ability to present to large groups.

• Knowledge of employment regulations and effective HR principles.

• Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.

Hours, Classification, and Status: 

This is a regular, full-time, benefits-eligible, exempt position.

The regular hours of this position are Monday-Friday, 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Salary range: $70,000 - $72,000 annualized. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.  

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages. Ability to work extended workdays and periodic weekends as needed to meet departmental needs/goals.

Ability to travel locally, depending on business needs. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus. 

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references (a manager, a direct report, if applicable, and a coworker).

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment.

Keck Graduate Institute (KGI) is a participating employer in E-Verify. We use E-Verify to confirm the employment eligibility of all newly hired employees as required by federal law. For more information about E-Verify, please visit www.e-verify.gov.