Employee Relations Assistant

Work Schedule: 15-20 hours per week; shifts based on operational needs of the organization, Hybrid eligible.

Overview

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing.  ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students. 

DEPARTMENT INFORMATION

The Human Resources (HR) department consists of a team of dynamic individuals who are committed to navigating the exciting and unprecedented opportunities presented to them. HR is currently in the process of restructuring into four distinct units (Talent Acquisition, HR Systems and Compensation, Employee Experience and Manager Support), exploring new opportunities, implementing new systems, expanding outreach, cleaning up old processes, reviewing and rethinking policies and practices to add greater value to the humans they serve and the student experiences they support. It’s an exciting journey to be on, where HR can co-create and make positive changes, remove unnecessary barriers, and streamline what they do. With bold ideas, the specialized knowledge, and experiences of team members, learned failures, and constant analysis and execution - the HR department is a powerful strategic asset to ASI.

POSITION DEFINITION

Under direct supervision of the Employee Relations Senior Specialist, the Employee Relations Assistant provides operational and interpersonal support for employee relations processes, including intake, fact‑finding assistance, and conflict‑resolution logistics. In alignment with ASI’s guiding ideas, the Employee Relations Assistant will contribute to and maintain a student learning-centered HR Department by working collaboratively with organizational stakeholders. 

ESSENTIAL DUTIES 

Employee Relations Support 

• Asists with the intake and triage of the employee relations inquiries
• Assists in the coordination of scheduling meetings, interviews, and investigatory proceedings
• Assists with maintaining confidential employee relations case files
• Assists with drafting correspondence and internal communications
• Monitors key deadlines and expiration dates for employee relation processes
• Assists in generating and compiling data for reporting and continuous improvement
• Supports investigation preparation, as needed
• Assists with logistical arrangements for ER related events, maintaining ER resources, and serving as a frontline point of contact for ER inquiries
• Assists in identifying employee relations themes through data and presents findings and recommendations for implementation
• Assist with general HR inquiries, issues and discrepancies from employees, managers, and administrators, as needed 

General

• Assists in maintaining an inclusive department environment by providing exceptional customer service for ASI staff, management, and off-campus constituents 
• Assists in staying up-to-date on current employee relations best practices, including forward thinking trends in compliance with all legal requirements 
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner 
• Attends all ASI required trainings, including but not limited to, annual all staff and department retreats
• Performs other related duties, as assigned

MINIMUM QUALIFICATIONS

• Minimum 6 months of HR and customer service experience 
• Coursework or experience in workplace investigations or mediation, preferred 
• Experience within a university or nonprofit environment, preferred. 

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality during sensitive casework
• Strong organizational skills to assist with investigation documents and follow‑up tasks
• Ability to utilize problem-solving techniques to evaluate complex human resources challenges, understand and apply applicable rules and regulations 
• Ability to understand problems and objectives from a broad perspective and discern applicable underlying principles to develop strategic solutions when dealing with employee experience resolving sensitive issues
• Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions.
• Ability to plan, direct, and review a variety of activities and meet important deadlines. 
• Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures. 
• General knowledge of the principles of personnel management 
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• Demonstrated ability to communicate effectively, both orally and in writing, with diverse student, staff, faculty, and community members in a courteous manner with emphasis on customer service.
• Knowledge of customer service standards and ability to create policies and procedures as well as motivate, train, and ensure staff provide quality service to all stakeholders. 
• Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner.
• Must be able to establish and maintain effective working relationships within a diverse multicultural environment.
• Technical fluency with computer skills using standard office software (e.g. Microsoft Office Suite) and databases.
• Ability to work with limited supervision, takes initiative, and makes sound decisions within established guidelines 
• Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor
• Ability to prioritize tasks, display initiative and remain flexible in a changing environment
• Ability to satisfactorily complete a background check (including a criminal records check)

            POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

EMPLOYMENT ELIGIBILITY

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term.

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.  

SYTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:  

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.  

http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest