Human Resources Student Assistant

Department Description
The Paul Merage School of Business at UC Irvine offers three dynamic MBA programs – plus PhD, specialty masters and undergraduate business degrees – that prepare business leaders for our digitally driven world. Through our programs, students acquire the exceptional ability to grow their organizations through strategic innovation, analytical
decision-making, digital information technology and collaborative execution. While the Merage School is relatively young, it has quickly grown to rank consistently among the top five percent of all business programs worldwide through exceptional student recruitment, world-class faculty, a strong alumni network and close relationships with
both individual business executives and global corporations.

The Paul Merage School of Business Human Resources and Academic Personnel team strives to be Merage’s valued strategic partner. Our mission is to foster a diverse, dynamic and empowered workforce by keeping you connected and engaged to build a more collaborative, cohesive organization that effectively supports the school’s strategic plan.
By leveraging our knowledge, expertise and resources, we aim to successfully identify, recruit, develop, retain and optimize the performance of team members.

Position Summary
• Working in a confidential environment, Student Assistant will perform a variety of office duties, including but not limited to the following:
• On/off boarding assistance.
• Reviewing, sorting, and creating e-files for completed new-hire documents to ensure compliance with department standards.
• Updating Excel spreadsheets
• Creating e-records, scanning, and e-filing confidential personnel documents
• Electronically routing documents for signatures through DocuSign
• Taking initiative in suggesting and assisting with projects that might contribute to improving operations and procedures.
• Completing all tasks assigned in an accurate, prompt, and thorough manner
• Provide administrative operations support such as copying, scanning, and filing paper and digital confidential personnel documents.
• Assists with the retention and disposition of employee records in accordance with UC guidelines.
• Assists with the management of the HR/AP email and the Merage Support Hub and disseminate requests to the appropriate analyst or provide information to general inquiries.
• Assists with the onboarding of new student staff & staff hires by prepping welcome packets and emailing to the hiring departments as needed and sending out new employee notifications.
• Assists with position management for student staff.
• Works with HR/AP staff to develop and create relevant DocuSign forms, Microsoft Forms, Google forms, and documents as needed.
• Support the HR/AP website and newsletter implementation and maintenance by auditing information, scanning for broken links, and organizing information for the development team.
• Supports engagement initiatives such as creating, sending, tracking Work Anniversary e-cards; stocking & inventory of coffee & tea in breakrooms.
• Assists with the set-up/break-down of HR/AP events during Staff Appreciation week, staff socials and misc. events.
• Assesses office supply levels and makes recommendations to supervisor.
• Stays up to date on UC, State, and Federal guidelines, laws, and policies as they relate to Human Resources.
• Updates mandatory notices in breakroom binders for employees.
• Sends out monthly compliance reminders to employees.
• Takes initiative in suggesting and assisting with projects that might contribute to improving operations and procedures.
• Other special duties and projects as assigned
 

Required Qualifications
• 3.0 minimum GPA
• Ability to maintain confidentiality and discretion.
• Ability to function autonomously and collaboratively to accomplish goals.
• Ability to communicate and interact positively and effectively with staff at all levels.
• Strong organizational skills and the ability to work in a routine work environment.
• Demonstrated competence in the use of a personal computer.
• Experience with Microsoft Word and Excel, Google suite.
• Be able to accurately type at least 40 words per minute.

Preferred Qualifications
• Work-Study eligible students.
• Experience working in an office environment.
• Experience working with confidential information.
• Website development
• Asana experience

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://career.uci.edu/faculty-staff/hiring-resources-conditions-of-employment/