Job Details

Recruitment and Onboarding Specialist

Position Number: 6184514
Location: Seaside, CA
Position Type: Human Resources

Recruitment and Onboarding Specialist

University Corporation at Monterey Bay

Salary: $25.00 - $33.00 Hourly

Job Number: 2025-00020

Location: Ryan Ranch Office- Monterey, CA

Department: Human Resources

Description

Recruitment and Onboarding Specialist

Corporation Human Resources

Priority Screening Deadline: May 14, 2025, all positions are open until filled

The University Corporation at Monterey Bay ("Corporation"): The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University.

The University: California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The Community: Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world's most famous golf course, it's easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

POSITION SUMMARY

The Recruitment and Onboarding Specialist facilitates the end-to-end full recruitment process, providing a seamless onboarding experience for new hires. Works with departments to post vacancies using online platforms and engages outreach efforts including job fairs. Facilitates orientation sessions to ensure that new employees are prepared and enthusiastic to contribute on their first day of work. Creates a positive candidate experience and facilitates a welcoming onboarding environment to foster a culture of excellence within the University Corporation.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

Serve as the primary communication liaison for hiring managers, department contacts, and candidates, ensuring a positive experience throughout the benefited employee recruitment and onboarding process.
Represent the University Corporation at on and off-campus job fairs and recruiting events.
Lead committee chair meetings to ensure committees are well-prepared and informed throughout the hiring process.
Facilitate the benefited employee recruitment process, including routing Request to Recruit (RTR) forms, updating and maintaining job descriptions, creating requisitions, collaborating with advertising partners and posting on external platforms, reviewing and forwarding applications, and collaborating closely with committees to ensure adherence to hiring procedures.
Coordinate interview scheduling and communicate details between candidates and committees to facilitate a smooth interview process.
Oversee the comprehensive onboarding process for benefited new hires, ensuring completion of tasks and providing a welcoming introduction to the University Corporation culture, policies, and procedures. Generate offer letters.
Coordinate orientation sessions and facilitate introductions to University Corporation culture, policies, and procedures.
Manage and optimize various systems including NEOED (applicant tracking), SumTotal (training), and Trakstar (performance management), providing technical support, implementing improvements, and maintaining documentation for user guidance.
Enter benefited new hires into various systems including GoCo, ADP, and Trakstar.
Provide recruitment support and recommendations for non-grant funded positions
Serve as the main point of contact for new hires, addressing their questions and concerns, and providing necessary support and guidance throughout their onboarding journey.
Conduct periodic check-ins with new hires, assisting with acclimation into their new roles and assessing the effectiveness of the onboarding process.
Provide new hires with manuals, guidelines, and credentials as needed to foster preparedness and empowerment.
Work with HR Manager to design and administer employee surveys to gather feedback, enabling data-driven decision-making processes and continuous improvement initiatives.
Work with HR Manager to develop and administer specialized training programs for hiring committees, ensuring they are equipped with the necessary skills to conduct effective interviews.
Develop and maintain procedural documentation, policies, presentations, forms, training, and other organizational resources to ensure alignment with organizational goals and regulatory compliance.
Initiate, monitor, and review background and reference checks for new hires, ensuring adherence to legal requirements and organizational standards.
Monitor SumTotal reports to ensure compliance with mandatory training.
Contribute to organizational engagement, belonging and recruiting goals by implementing strategies and participating in workgroups.
Generate various reports as requested.

OTHER FUNCTIONS

Establishes and maintains effective relationships with university and Auxiliary staff, faculty, students, as well as the general public.
Assist auditors with document requests.
Maintains confidentiality and uses discretion in disseminating information.
Assist in other areas of HR and/or Payroll as needed.
Problem-solves various auxiliary-related administrative matters as they arise.
Participate in event planning and execution as necessary.
Takes on special projects and performs other duties as assigned.

PHYSICAL WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

Hybrid Position
- 80% minimum in-office following the initial training period. Work Location: Ryan Ranch - 8 Upper Ragsdale Drive, Monterey, CA
Work Location: 8 Upper Ragsdale Drive, Monterey, CA

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the full-cycle recruitment process and best practices.
Knowledge of onboarding best practices to ensure a smooth transition for new hires, including orientation programs.
Knowledge of relevant employment laws and regulations to ensure compliance.
Proficiency in generating and analyzing reports.
Ability to quickly identify and resolve issues related to applicant tracking systems, training systems, and other recruitment/onboarding tools.
Strong project management skills to effectively coordinate and manage multiple recruitment and onboarding processes simultaneously.
Ability to identify opportunities for process improvement and implement changes to enhance efficiency and effectiveness.
Awareness and sensitivity to diverse cultures and backgrounds, ensuring an inclusive and welcoming onboarding experience for candidates.
Ability to plan and execute effective communication strategies throughout the recruitment and onboarding lifecycle.
Strong communication and collaboration skills to work effectively with hiring managers, colleagues, and cross-functional teams.
Fully functional knowledge of and skill in standard office procedures and practices. Ability to quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, spelling, and punctuation. Ability to communicate clearly orally and in writing in a professional and effective manner with faculty, staff, students, and the public. Ability to draft and compose correspondence and standard reports.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

Equivalent to graduation from a four-year college or university AND two years of technical or administrative experience in relevant fields, preferably in Human Resources.
OR equivalent to high school graduation AND four years of progressively responsible experience which involved monitoring and coordinating administrative work through a system of internal procedures and internal controls to ensure the efficient operation of an organization and demonstrated knowledge and abilities required for this level.
Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to three years of the required experience.

DESIRABLE QUALIFICATIONS

Experience and use of Applicant Tracking Systems (ATS)
Strong commitment to customer service, with a proactive and positive attitude toward assisting others.
Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity, or national origin. Consistent with California law and federal civil rights laws, The University Corporation at Monterey Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.

Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The University Corporation at Monterey Bay complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy.

We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are "at-will" employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions - This position has been designated as a sensitive position with:

responsibility for the care, safety and security of people (including children and minors), animals and CSU property
authority to commit financial resources of the university through contracts greater than $10,000 access to, or control over, cash, checks, credit cards, and/or credit card account information responsibility or access/possession of building master or sub-master keys for building access; access to controlled or hazardous substances
access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
control over campus business processes, either through functional roles or system security access

FERPA:

This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Special License or Certifications and Conditions:

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here.

The hourly hiring range for this position is $25 - $33. Classification: Grade 4, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide (Download PDF reader) for details about sick time, vacation, and holidays.

The Corporation also offers access to CSUMB's Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to apply:

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/4922187/recruitment-and-onboarding-specialist

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