HR Coordinator, Talent Operations

CALIFORNIA INSTITUTE OF THE ARTS; Santa Clarita (CA); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement plan

Paid time off

Holidays

Job summary

CalArts is seeking an HR Coordinator, Talent Operations, to support recruitment, faculty contracting, and onboarding under the Senior HRBP. The role manages job requisitions and the applicant tracking system, drafts offer letters, coordinates temporary/on-call hiring, and monitors the HR inbox.

This is a full-time, non-exempt on-site position with benefits in Valencia, CA. The ideal candidate will have 1–2 years in HR-related roles, a 4-year degree, and proficiency with ATS/HRIS systems (Paycom

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple recruiting and administrative priorities.
• Professional communication and customer service.
• Proficiency with Microsoft Office/Google Suite; experience with ATS and HRIS systems (Paycom preferred).
• Ability to handle confidential information with discretion.

Responsibilities

• Post and manage job requisitions in ATS.
• Draft and issue offer letters.
• Coordinate temporary staffing and on-call hiring.
• Support faculty contracting processes and HR data entry.
• Maintain HRIS data and generate reports.
• Monitor HR inbox and onboarding documentation.

Skills

Organizational skills

Multitasking

Customer service

MS Office / Google Suite

ATS proficiency

HRIS proficiency

Discretion

Education

Associate’s or Bachelor’s degree preferred

Tools

Paycom

HRIS

Job description

Job Details: Job Location: Santa Clarita, CA 91355, Position Type: Full Time, Education Level: 4 Year Degree, Salary Range: $26.37 - $28.90 Hourly, Job Shift: Day, Job Category: Human Resources, Department: Human Resources Division/School: Administration and Operations Job Title: HR Coordinator, Talent Operations Reports To: Senior Human Resources Business Partner Employment Type: Full-Time, Non-Exempt Bargaining Unit: Non-Represented - Confidential Work Location: Valencia, CA; On-Site - Vista Village Benefits: This position is eligible for a comprehensive benefits package, including medical, dental, vision, retirement, paid time off, holidays, and other applicable benefits, subject to applicable policies and eligibility requirements.

SUMMARY

Under the supervision of the Senior Human Resources Business Partner, with matrixed support to the Human Resources Business Partner on faculty contracting-related tasks, the HR Coordinator provides administrative and operational support across recruitment, faculty contracting, and onboarding. This role manages job requisitions and the applicant tracking system, drafts offer letters, coordinates temporary and on-call hiring, and monitors the general HR inbox. The HR Coordinator, Talent Acquisition primarily works directly with the SRBP and HRBP; however, may also partner across the HR department to provide support on the benefits and compliance side from time to time. Due to the nature of work within the Human Resources department, including potential exposure to collective bargaining and employee relations matters, this position is designated as confidential.

ESSENTIAL JOB FUNCTIONS

Applicant Tracking and Recruitment

• Prepare and post job requisitions and manage postings within the Applicant Tracking System (ATS).
• Draft and issue offer letters for staff and temporary positions.
• Coordinate temporary staffing and on-call/per diem hiring, including processing requests through applicable systems (e.g., Redcat).

Faculty Contracting Support

• Support faculty contracting processes, including preparing contract documents, tracking contract routing and signatures, and entering related data into the HRIS.
• Process faculty personnel changes, including new appointments, reappointments, compensation changes, leaves, and contract amendments.
• Maintain faculty employment and compensation data within HRIS, payroll, and institutional databases, ensuring data integrity and compliance.
• Generate reports related to faculty appointments, contract status, workforce planning activities, and follow up as needed.
• Coordinate electronic contract workflows through platforms such as SoftDocs and maintain contract records in accordance with organizational policies and retention requirements.
• Support temporary and substitute faculty with employment-related documentation and onboarding requirements.
• Support post-contract administrative follow-up, such as ensuring all required documentation is complete after execution and filed appropriately.

Development and Training

• Assist with the coordination and administration of introductory and annual performance review cycles, ensuring timely tracking and completion across departments.
• Support the Learning Management System (LMS) within the HRIS by uploading training materials, managing user enrollments, and troubleshooting basic system functionality.
• Monitor compliance requirements for both performance evaluations and required training modules; issue automated and direct reminders to employees and managers to maintain organizational compliance standards.

HR Operations, Onboarding, & Compliance

• Monitor and respond to the general HR email inbox (HR@), triaging and routing inquiries in a timely manner.
• Complete employment verification requests.
• Coordinate I-9 completion and onboarding documentation for new hires.
• Enter and update new employee data in HRIS systems in the form of a Personnel Action Change and employee notification.
• Maintain strict confidentiality of all employee and organizational information.
• Perform other duties as assigned.

Qualifications: SKILLS / ABILITIES

• Strong organizational skills and attention to detail.
• Ability to manage multiple recruiting and administrative priorities simultaneously.
• Strong customer service orientation and professional communication skills.
• Proficiency with Microsoft Office/Google Suite; experience with ATS and HRIS systems (Paycom preferred).
• Ability to handle confidential information with professionalism and discretion.

EDUCATION

Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience.

EXPERIENCE

• 1–2 years of experience in human resources, recruitment coordination, or a related administrative role.
• Experience with applicant tracking systems and HRIS/payroll systems preferred.
• Higher education experience a plus.

Application Process

Applicants must complete and submit a full employment application through the job posting.

Equal Opportunity Employer

CalArts is an Equal Opportunity Employer (EOE). We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation to apply for a position, please contact Human Resources at [e-mail].