Website University Corporation at Monterey Bay
HR Operations Coordinator
University Corporation at Monterey Bay
Salary: $25.00 – $27.00 Hourly
Job Number: 2025-00035
Location: Ryan Ranch Office- Monterey, CA
Department: Human Resources
Description
HR Operations Coordinator
Human Resources & Payroll Services
Priority Screening Deadline: September 24, 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.
DEPARTMENT/PROGRAM SUMMARY
The Human Resources & Payroll department at the University Corporation supports all employee lifecycle processes and fosters a people-first, compliance-minded approach to HR service. Our team is dedicated to providing responsive, clear, and collaborative support across recruitment, onboarding, benefits, leaves, payroll, and employee engagement initiatives.
POSITION SUMMARY
The HR Operations Coordinator provides essential administrative, compliance, and project coordination support to the Human Resources and Payroll department. This position executes critical onboarding, payroll, and records management tasks, while also coordinating employee engagement activities, internal communications, and HR social media. The role serves as a liaison on cross-functional committees, supports HR/payroll projects from planning through completion, and maintains accurate documentation and compliance tracking. By managing logistical details and ensuring follow-through, the HR Operations Coordinator strengthens HR service delivery and helps projects and initiatives reach successful completion.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Recruitment, Onboarding, and Offboarding
• Support recruitment marketing by managing HR social media accounts and creating recruitment materials
• Provide logistical support for monthly new hire orientations
• Conduct I-9 verifications; track timeliness of completion to meet federal requirements
• Coordinate and track background checks; document clearances per auxiliary requirements
• Manage onboarding and offboarding logistics in GoCo
• Represent HR at outreach events to promote internal mobility and attract candidates
Internal Communications and Employee Engagement
• Works along side of HR Manager to draft and distribute newsletters, announcements, and other internal communications
• Plan and coordinate employee engagement activities including wellness programs, staff appreciation, and milestone recognition
• Track feedback from onboarding, anniversaries, and check-ins to inform employee experience efforts
• Include compliance reminders (training deadlines, labor law postings) in HR communications
• Monitor the HR inbox and route inquiries to the appropriate team member
Systems, Training, and Documentation
• Monitor and track mandatory training completion (anti-harassment, CSU Learn safety, etc.); escalate overdue items
• Update content and perform data entry in Trakstar, SumTotal, GoCo, and ADP to ensure accuracy
• Maintain and organize SOPs, templates, and HR reference materials; ensure annual review for compliance accuracy
• Maintain documentation aligned with CSU and state/federal retention requirements
• Assist with data entry and validation for CMS POI relationships and rates of pay
Operations, Payroll, and Compliance Support
• Assist with direct deposit verification, timesheet review, and payroll discrepancies
• Respond to basic employee payroll inquiries and coordinate resolution with the Payroll Administrator
• Participate in paycheck distribution and serve as backup for in-person delivery or coordination as needed
• Input ESF data for temporary, additional employment, and student assistant changes that do not involve new hires
• Send reminders for ESFs and separations; support WVPP documentation and safety initiatives
• Track visa/work authorization expirations and coordinate follow-up
• Provide backup for payroll processing and paycheck distribution as needed
Special Projects
• Coordinate HR/payroll projects from planning through completion, ensuring deliverables and deadlines are met
• Serve on campus committees as HR’s liaison, documenting action items and ensuring follow-up
• Assist with compliance-related audits (benefits, payroll, EDD, workers’ comp, TIAA)
• Support record-keeping and wellness-related initiatives
• Provide administrative and logistical support for HR and Payroll special projects
OTHER FUNCTIONS
• 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% in office following initial training period
• Work Location: 8 Upper Ragsdale Drive, Monterey, CA
Qualifications
KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of human resources principles, procedures, and applicable employment regulations
• Knowledge of operational processes related to onboarding, payroll, training systems, and internal communications
• Skilled in planning, organizing, and coordinating multiple tasks and deadlines
• Skilled in drafting professional communications, reports, and internal documentation
• Skilled at building collaborative working relationships across departments and roles
• Skilled in interpreting and applying policies, procedures, and compliance requirements
• Skilled at handling sensitive information with discretion and professionalism
• Skilled in using HRIS systems and tools for data entry, tracking, and reporting
• Ability to work independently, adapt to change, and suggest process improvements
MINIMUM QUALIFICATIONS
Education and Experience:
• Equivalent to a bachelor’s degree from an accredited college or university
• Two years of relevant experience in human resources, payroll, employee engagement, communications, or administrative support
• Additional experience may be substituted for the required education on a year-for-year basis
DESIRABLE QUALIFICATIONS
• Experience working in a human resources, payroll, or administrative support role within a higher education or nonprofit setting
• Familiarity with systems such as GoCo, ADP, Trakstar, SumTotal, or similar HRIS platforms
• Skilled in drafting internal communications, managing digital content, or coordinating employee-facing programs
• Demonstrated commitment to diversity, equity, and inclusion
• Ability to learn new systems quickly and adapt to evolving HR processes and priorities
• 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 https://calcivilrights.ca.gov/fair-chance-act/.
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:
• 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
Questions can be sent to: mailto:hr_corporation@csumb.edu.
To apply, please visit https://apptrkr.com/6569171
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