People and Culture Operations (HR) Assistant

JOB DESCRIPTION

 

JOB TITLE: People and Culture Operations Assistant

DEPARTMENT: Office of People and Culture

LOCATION: Hybrid Remote or Fully Remote

EXEMPT/NON-EXEMPT: Non-Exempt

SUPERVISOR NAME: Siti Williams

SUPERVISOR TITLE: Director of People and Culture

 

ABOUT SOUTHERN CALIFORNIA UNIVERSITY OF HEALTH SCIENCES (SCU)

 

Founded in 1911, Southern California University of Health Sciences (SCU Health) has been challenging convention and pushing healthcare forward for more than a century. Today, as the healthcare landscape continues to evolve, we are at the forefront of reimagining how care is taught, delivered, and experienced.

At SCU, our work is guided by a simple but powerful idea: healthcare is most effective when it considers the whole person—body, mind, and spirit. This philosophy of Whole Health shapes not only our academic programs and clinical training, but also how we collaborate, support one another, and engage with the communities we serve.

Whole Health is not just something we prepare our students to practice—it is a principle we strive to live as a community. We are committed to fostering an environment that supports the well-being, growth, and purpose of our students, faculty, and staff alike. If working for an organization that is transformative personally, professionally, and industry-wide appeals to you, we invite you to apply.

 

POSITION SUMMARY:

 

The People & Culture Operations Assistant provides administrative and operational support to ensure the efficient and compliant functioning of the People & Culture department. This role supports core HR processes, including employee records management, leave administration, reporting, and departmental coordination. The position is responsible for maintaining accurate and audit-ready documentation, supporting compliance-related activities, and assisting with routine employee administrative requests.

This role works closely with members of the People & Culture team to support daily operations, facilitate communication, and ensure timely follow-through on key processes. The Operations Assistant plays a critical role in maintaining data accuracy, supporting reporting needs, and providing consistent administrative support, enabling the department to effectively serve employees and leadership.

ESSENTIAL FUNCTIONS:

 

The following represent the core, essential duties of this role and are performed on a regular and ongoing basis:

• Maintain compliant, accurate, and audit-ready employee records and documentation
• Support leave of absence administration, including tracking, documentation, and employee follow-up
• Prepare and maintain regular employment and workforce reports, ensuring data accuracy and integrity
• Manage department communications and workflow coordination, including shared inbox monitoring and request routing
• Process employment-related documentation and requests in accordance with established procedures
• Ensure data accuracy across systems, including validation and reporting support
• Maintain department scheduling and coordination, including calendar management
• Support compliance-related activities, including tracking required trainings and follow-ups
• Provide administrative and operational support necessary for the effective day-to-day functioning of the department

Employee Records & Documentation Support

• Assist in maintaining accurate, organized, and audit-ready employee personnel files (active and terminated) in accordance with University policy and regulatory requirements.
• Upload and organize leave documentation, including leave notices, doctor’s notes, and related correspondence in the appropriate personnel files.
• Support periodic personnel file audits and assist in identifying and addressing documentation gaps.

Leave Management Support

• Assist with leave of absence tracking and coordination, including maintaining organized documentation and status updates.
• Follow up with employees regarding leave-related requirements, including expected return-to-work dates and outstanding documentation, and escalate as needed.

Reporting & Data Management

• Prepare the monthly employment activity report, including headcount updates, new hires, and employee separations.
• Generate and maintain the monthly employee anniversary report.
• Prepare and send the monthly employee birthday report to the Marketing team.
• Assist with data entry validation and reporting requests, ensuring accuracy and consistency across systems and reports.

Employee Administrative Support

• Process employment verification requests in a timely and compliant manner.
• Coordinate completion and certification of Public Service Loan Forgiveness (PSLF) forms.

Department Operations & Communication

• Monitor and triage the People & Culture shared inbox, responding to routine inquiries and routing requests to the appropriate team member as needed.
• Manage and maintain the People & Culture department calendar, including scheduling coordination and updates.

Hospitality Administration

• Assist with coordination of hospitality-related requests, including ordering and tracking as needed.
• Maintain the People & Culture hospitality expense tracking log.

Compliance & Process Support

• Assist with compliance tracking and reporting, including monitoring completion of required trainings and sending follow-ups as needed.
• Assist with maintaining and updating internal process documentation and SOPs to support consistency and operational efficiency.

Administrative & Operational Support

• Provide general administrative and operational support to the People & Culture team.
• Support special projects and departmental initiatives as assigned.

Onboarding Support

• Serve as back-up support for onboarding activities, providing coverage as needed.
• Coordinate with team members as needed to ensure continuity of onboarding operations.
• Support the transition of onboarding responsibilities and remain available to assist as needed to ensure a smooth and successful transition.

QUALIFICATIONS:

 

Education: Bachelor’s degree in Human Resources, Business Administration, or a related field preferred; equivalent combination of education and relevant administrative experience may be considered.

Experience: 1–3 years of administrative or operations support experience, preferably in Human Resources, People Operations, or a related function. Experience supporting employee records, data entry, reporting, or compliance-related processes strongly preferred. Experience working in a higher education or regulated environment is a plus.

Certifications/Licensure (if applicable): Not required. HR certification (e.g., SHRM-CP or PHR) is a plus but not required.

Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) with the ability to manage data and generate reports. Experience with HRIS platforms (e.g., TriNet or similar), document management systems, and shared inbox management preferred. Ability to maintain accurate records, perform data validation, and navigate multiple systems with a high level of attention to detail.

 

SKILLS & COMPETENCIES

 

• Strong attention to detail and ability to maintain accurate, audit-ready records
• Strong organizational and time management skills with the ability to manage multiple priorities
• Clear and professional communication skills, both written and verbal
• Ability to handle sensitive and confidential information with discretion
• Critical thinking and problem-solving skills
• Ability to follow established processes while identifying opportunities for improvement
• Adaptability in a dynamic, evolving environment
• Ability to work collaboratively across teams and support cross-functional coordination

WORK ENVIRONMENT & EXPECTATIONS

 

Work Arrangement:

Hybrid work arrangement with a combination of remote and on-site responsibilities, based on departmental needs and operational priorities.

Schedule Expectations:

Part-time schedule of approximately 20–30 hours per week. Full-time schedule is 40 hours a week. Standard working hours are expected during regular business hours, with flexibility as needed to support departmental operations. Occasional adjustments to schedule may be required with advance notice.

Physical Requirements:

Ability to perform work in an office and remote environment, including prolonged periods of sitting, working on a computer, and managing electronic records. May occasionally require light lifting of materials (e.g., files, boxes, or supplies up to 15 lbs).

Travel Requirements:

Minimal to no travel required. Occasional on-site presence may be needed to support departmental activities or operational needs.

 

WHAT IT MEANS TO WORK AT SCU:

 

At SCU, how we work is just as important as what we do. We are building a culture that reflects the future of healthcare—collaborative, inclusive, and person-centered.

How We Work

• We prioritize students, patients, and partners in everything we do
• We collaborate across roles and disciplines—no silos
• We take ownership and approach challenges with a solutions-oriented mindset
• We lead with curiosity, humility, and accountability
• We contribute to a culture of respect, positivity, and continuous improvement

Our Core Values

• Integrative Health: Bringing disciplines together to improve outcomes
• Evidence-Informed Practice: Valuing research, inquiry, and applied knowledge
• Health Equity: Advancing access and outcomes for all populations
• Inclusivity: Fostering a community where diverse perspectives are valued