Human Resources Manager

Position: Human Resources Manager

Comparable: Admin Analyst/Specialist

Department: Human Resources

Direct Supervisor: Chief Human Resources Officer

Supervisory Position:

Yes

FLSA Classification:

Exempt (Salaried)

Position Classification:

Staff

Time Base:

Full-time

Summary:

The Human Resources Manager leads and manages the operational aspects of all functional areas of Human Resources, in support of organizational success and the ASI strategic plan. This confidential role serves as the operational backbone of Human Resources, managing HR systems such as the HRIS (Dayforce), LMS and performance management (Engagedly) software platforms, compensation administration, organization-wide performance management cycles such as annual evaluations and probationary reviews, compliance reporting, mandatory training compliance, and workforce analytics. The position ensures consistent, scalable HR processes, providing significant reporting, ensures data integrity across all HR platforms, and supports strategic workforce planning through data-driven decision-making to continuously improve organizational outcomes and inform broader workforce planning.

Essential Duties and Responsibilities:

HRIS and Data Management

• Serve as subject matter expert and systems manager for HRIS (i.e., Dayforce), benefits administration (i.e., CalPERS), performance management (i.e., Engagedly), LMS (i.e.,Titan Training Hub).
• Coordinate system enhancements, corrections, customizations, and vendor support.
• Manage required data uploads, downloads, integrations, and batch processing updates.
• Produce weekly dashboards and recurring reports, such as recruiting metrics, hires, separations, absenteeism, turnover, service credit milestones, PTO maximum accrual reporting, etc.) as well as custom reporting.
• Create, manage run and distribute monthly reports for analysis, reconciliation (i.e., benefits, payroll)
• Complete required reporting, including EEO-1 and California Pay Data Reporting.
• Research and provide workforce data to leadership and appropriate external entities.
• Audit and maintain HR systems to ensure accuracy, consistency, and data integrity.
• Serve as subject matter expert on systems (i.e., HRIS, performance management, benefits) and resource to HR team, supervisors and and employees.
• Audit all systems, platforms and data repositories to ensure current data and strong data integrity.
• Conduct data clean-up efforts and employee record maintenance.
• Evaluate and assist with implementation of new HR technology solutions.

Performance Management

• Administer the annual performance review process through the performance management platform. from start to finish, on time and with a streamlined approach for supervisors and employees. Configure review cycles, workflows, customizations, and reporting. Troubleshoot system issues and provide user support.
• Serve as SME for the performance management system for HR team and employees and as liaison to software provider.

• Launch and manage cycle, including changes, customization as needed and assisting employees and supervisors in learning and navigating the system.
• Complete review cycle on time and with clarity in communication and follow up. Track review completion and communicate progress, roadblocks, concerns to the CHRO.
• Manage and track probationary review process, issuing probationary review to supervisors for new hires, tracking completion and advising supervisors on the process, elevating issues to HR leadership as appropriate, saving reviews to employee files and HR shared folder. Run monthly reports to ensure reviews are done timely.

Payroll

• Partner with employees, supervisors and ASI payroll staff to ensure HR actions are reflected in payroll system timely and accurately. Serve as liaison regarding updates needed to payroll (new hires, pay increases, separations) as well as reconciliation of data between payroll and HR.

Compensation and Classification

• Prepare accurate and thorough equity analysis for offers and internal equity assessment.
• Prepare compensation reports and workforce pay studies.
• Plan for and manage pay changes (i.e., minimum wage increases, COLA, merit increases, bonuses, stipends) checking for all impacted employees, entering pay increases in the HRIS timely, drafting and sending notification(s) to employees and their supervisors prior to the first effective pay period.
• Manage batch internal changes such as minimum wage increases annually, proactively planning the process, entering adjustments into the HRIS system in time to meet the effective pay date and distributing letters to notify employees and supervisors prior to the effective pay date.
• Coordinate compensation survey participation and maintain survey records.
• Respond to and process unemployment, disability, and other employment verification type requests.

Recruitment

• Track and analyze recruitment metrics (i.e., time-to-fill, quality of hire, pipeline, peak seasons)
• Translate recruitment data into actionable insights for leadership and the CHRO
• Lead recruitments (staff or student) as needed.

Compliance

• Stays current on all employment laws, both state and federal, as well as trends in best practices in employment.
• Review and approve personal actions processed in the HRIS (or otherwise) for compliance.
• Ensure all employees complete all mandatory trainings timely, sending follow up reminders and escalating as needed.
• Manage DMV-related compliance requirements.
• Ensure documentation compliance throughout employee life cycle (i.e., I-9 compliance)
• Serve as subject matter expert on visas (such as J-1) for student employment, I-9 compliance, training HR Coordinators, assisting employees as needed.
• Serves on Safety Committee as needed.
• Manage personnel file retention, archiving, and records destruction.

Employee Engagement

• Manage technical aspect of engagement survey annually; compile data and report on findings to HR leadership.
• Conduct pulse surveys as requested.
• Support employee engagement programs, events, and recognition activities throughout the year.

Benefits Administration

• Administer benefits programs and monthly reconciliation processes.
• Lead all operational aspects of Open Enrollment.
• Serve as subject matter expert on CalPERS benefits and retirement programs, in policy and practice, as well as use of the CalPERS software platform as HR admin.
• Advise and notify employees regarding benefits changes, timing of changes, required documents and required processes such as recertifications.
• Advanced employee benefits counseling.
• Recommend improvements to benefit offerings and cost management strategies
• Process benefit changes accurately and timely.
• Troubleshoot all complex benefits related processes, changes while providing excellent customer services to employees.
• Educate HR team on nuances of benefits system, processes and vendors.
• Audit benefit platforms for accuracy and compliance.

Worker's Compensation Administration

• Workers' Compensation claim reporting. Serve as liaison to claims administrator.

Employee Relations

• Conduct initial intake for employee relations matters. Refer matters to appropriate HR team members for resolution.

Training & Development

• Manage required compliance training programs. Monitor completion rates and send reminders as needed. Notify supervisors and leadership regarding non-compliance.

Leadership

• Supervise the HR Administrative Assistant. Mentor HR Coordinators and provide backup support.
• Train HR staff on HR systems, processes, and technology platforms.

Supervisory Duties:

Directly Supervises:

• HR Administrative Assistant

This role has the authority to perform or effectively recommend the following functions for the employees listed above:

• Make decisions on hiring, terminating, or effectively recommend such actions.
• Assigning work, designating tasks, or giving significant duties to employees using independent judgment and discretion.
• Reward or discipline employees, including issuing written warnings, or making recommendations for promotions or disciplinary action.
• Direct employees by deciding which employees will perform a task and the order in which tasks are completed using independent judgment and discretion and often considering the individual employee's skills and aptitudes.
• Adjust employee grievances.
• Authority to transfer, suspend, lay off, or recall employees, which includes managing time off requests and leaves of absence.
• This role is held accountable for the performance of the employees they supervise and if employees under the coordinator's supervision have performance failures, that may lead to a negative impact on the coordinator's employment with ASI.

REQUIREMENTS

Education and Experience

• Bachelor's degree in human resources, business administration, or related field or equivalent combination of education and experience.
• Minimum of 5-8 years progressive, operational experience in all major functional areas of Human Resources.
• PHR (Professional in Human Resources), SPHR (Senior Professional in Human Resources) certification (HRCI)
• Strong demonstrated experience implementing and/or managing a robust HRIS/HCM (i.e., Dayforce, Workday, ADP, Dayforce with multiple modules or components (i.e. ATS, payroll, performance, onboarding).
• Demonstrated experience as benefits administrator. Complex state benefits (medical, retirement) administration experience preferred (such as CalPERS).
• Demonstrated experience managing payroll company-wide.
• Demonstrated experience managing performance evaluation cycle, process and systems

Preferred Education and Experience:

• Experience building HR processes and systems from the ground up.
• Experience in higher education, nonprofit, or mission-driven organizations
• Experience supporting high-volume or early-career workforce populations

Knowledge, Skills, and Abilities

• Subject matter expert in all functional areas of HR, including but not limited to recruiting, payroll, benefits and benefits administration, employee relations, performance management, compliance, employee engagement.
• Comprehensive understanding of practical application of current state and federal employment law and regulations.
• Demonstrated ability to manage the design, processes and data integrity of multiple HR software platforms including but not limited to: HRIS, performance management system, benefits software platforms, LMS. Technical expert. Knowledgeable in proper data flow between internal and external systems.
• Highly skilled in extracting, managing and researching data, managing uploads to systems, leveraging Excel to create reports, pivot tables, charts, v-lookups.
• Ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Ability to identify problems, analyze options, and make sound decisions.
• Ability to support and maintain structured, efficient, and consistent processes.
• Excellent written and verbal communication skills, ability to communicate effectively with diverse audiences.
• Strong interpersonal skills and the ability to effectively build relationships and strong collaborations.
• Ability to perform tasks accurately and ensure data integrity with careful attention to detail.
• Ability to adjust to changing priorities and learn new skills quickly.
• Ability to maintain strict confidentiality of sensitive employee information.
• Ability to provide outstanding customer service to employees.

Core Competencies:

• Strong organizational and execution skills in a fast-paced environment.

• Ability to participate as an active team member of the team and organization and work toward a common goal. Contributes fully to the team effort without necessarily taking the lead.
• Ability to drive towards achieving measurable and challenging goals to support organizational success.
• Demonstrates the ability to focus on achieving results consistent with the organization's objectives.
• Accepts personal accountability, proactively seeks resolution for limitations head-on.
• Actively seeks to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.
• Intermediate use of computers and Microsoft Office Suite Applications such as Word, Power Point, Outlook. Advanced knowledge of Excel.

Additional Requirements:

Work Environment:

• Work is primarily performed in an office setting with extended computer use.
• Occasional exposure to varying indoor/outdoor environments.
• Interaction with a wide range of stakeholders.
• Participation in off-campus or after-hours events, meetings, or retreats may be required.

Typical Physical and Mental Requirements:

• Sitting and standing for extended periods: The role involves significant computer work and mee