Human Resources Systems and Compensation Manager

Overview

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.

 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices.

 

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 Associate Director of Human Resources, the Human Resources (HR) Systems & Compensation Manager develops, manages, and enhances all HR, payroll, and class & compensation systems with oversight of the unit workload and ensures accurate and timely completion of payroll. This position manages, implements, evaluates, and reports on the organization’s compensation model, ensuring equitable and accurate pay through the development and implementation of effective systems, technological infrastructure, and operational processes. The HR Systems Manager, in collaboration with stakeholders, oversees the development, implementation, and management of HR data dashboards, reports, and analysis with direct responsibility of final results. In alignment with ASI’s guiding ideas, the HR Systems Manager will contribute to and maintain a student learning-centered HR Department by working collaboratively with organizational stakeholders.

 

ESSENTIAL DUTIES

 

Supervisory Responsibilities

·         Responsible for recruitment, supervision, training, development, performance management, and guidance as needed to unit personnel, setting goals, and preparing evaluations of their performance, and cross-training to effectively work towards a cohesive, collaborative, and synergistic team: (1) Payroll Specialist, (2) Payroll Assistants (in-direct), (2) Lead HR Systems Assistants, (4) HR Systems Assistants (in-direct), (2) Project Assistants

·         Ensure assigned operations in the unit are carried out in accordance with established policies and procedures based on organizational and department goals and progressive human-centered HR standards

·         Manage the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall units’ priorities

 

HR Systems Management

·         Oversees the design, implementation, and management of the current and future HR information system software

·         Works closely with vendors, stakeholders, and IT teams to evaluate, select, and implement new HRIS and payroll solutions that align with organizational goals and requirements

·         Serve as the HRIS subject matter expert (SME) for organizational system development and guide the use of the software system for employee, managers, and administrators

·         Continuously measures HRIS functionality against organizational needs to identify areas of improvement and enhance automation for all applicable manual processes

·         Oversees the development, documentation, and implementation of user training manuals and system guidelines and regular communications of HRIS processes to users

·         Collaborates with stakeholders, leverages technology to oversee the development, implementation, and management of HR data dashboards, reports, and analysis, ensuring key organizational and departmental metrics are attained

·         Identifies HR-related themes through data and presents findings and recommendations for implementation

·         Works closely with HR management for all employment related processing and reporting

·         Oversees and manages the university regulatory reporting & related processes

·         Oversees and manages HRIS, payroll, and accounting systems integration to streamline data flow and improve efficiency in HR and payroll processes

 

Classification & Compensation Management

·         Collaborates with key stakeholders in providing oversight and management of the current and future classification and compensation structure for the organization ensuring equitable pay for all employees

·         In collaboration with key stakeholders, manages, assesses, and enhances ASI job classification structures ensuring consistent application

·         Co-designs the organizational compensation strategy to administer competitive and equitable compensation programs aligned with organizational goals

·         Ensures adherence to labor laws and regulations, overseeing compensation audits to maintain compliance, while refining ASI compensation policies to ensure clarity and consistency across the organization

·         Works closely with manager supports to provide guidance to staff on class and compensation matters

·         Work with data support team to drive analysis of compensation trends, monitor market trends, forecast, and recommend enhancements to attract and retain talent

·         In collaboration with key stakeholders, develop and manage performance integration aligning compensation practices with the organizational performance evaluation systems and reward programs

·         Oversees annual financial analysis for potential market, equity, promotion, and merit adjustments

 

Payroll Management

·         Manage payroll administration for employees; ensure timely processing of employee pay, payroll reporting and compliance with all legal reporting requirements;

·         Develops payroll processing redundancies, and serves as back up in absence of Payroll Specialist to ensure successful completion of ASI payroll

·         Provides ongoing support of HR and payroll systems to include oversight of the maintenance and testing of existing modules and system enhancements

·         Oversees the management of HR and payroll systems for data integrity and user interface through regular audits and maintenance

·         In oversight of the payroll team, develops controls and audits to ensure compliance with payroll laws and regulations at local, state, and federal levels including tax withholding, reporting and filing requirements

·         Assist with general HR and/or payroll inquiries, issues and discrepancies from employees, managers, and administrators, as needed

 

General Area Management

·         Prepare, present, implement and administer the unit budget; prepare cost estimates for budget recommendations; submit justifications for various needs, monitor and control related expenditures, and submit quarterly variance reports, as requested

·         Maintains an inclusive department environment by providing exceptional customer service for ASI staff, management and off campus constituents

·         Collaborates with organizational and department/unit stakeholders with unit updates, process changes and cross-unit initiatives

·         Actively stays updated on current human resources technology, trends, and compliance with all legal requirements

·         Actively engage as an organizational leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees

·         Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner

·         Performs other related duties, as assigned

 

MINIMUM QUALIFICATIONS

·         Bachelor’s degree in business administration, information systems, systems management, human resources, or related field

·         Minimum of 5 years of experience in compensation management and managing and/or deploying human resources systems

·         Minimum of 3 years of leading and supervising the work of others

·         Minimum 2 years of payroll processing experience

·         Comprehensive knowledge of human resource information system (HRIS) software systems

·         Excellent analytical skills and ability to interpret data, identify trends and produce statistical reports

·         Considerable knowledge of human resources functions, procedures, and systems

·         Experience within a university or nonprofit environment preferred.

 

KNOWLEDGE, SKILLS AND ABILITIES

·         Considerable knowledge of budget development, maintenance, and analysis.

·         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 human resources systems resolving sensitive problems with a focus on automation

·         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.

·         Ability to analyze financial and statistical data and prepare comprehensive compensation financial reports with a high level of accuracy.

·         Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures.

·         Considerable knowledge of the principles of personnel management and supervision and ability to effectively utilize management skills.

·         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 independently, use initiative and exercise judgement.

·         Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor

·         Ability to prioritize tasks, display initiative and remain flexible in a changing environment

 

WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, computer, calculator, copier and fax.

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.

BACKGROUND CHECK

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.

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.

SYSTEMWIDE 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.