Human Resources Assistant

University of California; San Diego (CA); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Excellent Benefits

On-campus Fitness Centers

Job summary

The University of San Diego is seeking a Human Resources Assistant in the Human Resources department to provide foundational administrative support for recruitment, onboarding, and employee engagement initiatives. Under supervision, you will assist with data entry, background checks, I-9 verification tracking, and orientation logistics.

This full-time temporary role requires strong organization, discretion with sensitive information, and excellent customer service.

Qualifications

• High school diploma or GED required; two years of college coursework acceptable in lieu of one year of experience.
• Experience in a business/office environment in a reception/customer service role.
• Workday and MS Office experience preferred; Spanish language skills beneficial.

Responsibilities

• Assist with administrative tasks of the recruitment cycle, including postings, candidate tracking, and file closure.
• Respond to applicant inquiries and navigate Jobs@USD/Workday platforms; resolve frontline issues.
• Manage inboxes, route policy questions, and support I-9 tracking and onboarding documentation.
• Support background checks, scheduling, and attendance logs for orientations and events.
• Coordinate internal events, logistics, and distribution of gifts and awards when needed.

Skills

Customer service

Office administration

Bilingual Spanish

Education

High school diploma or GED

Two years college coursework substitute for one year of experience

Tools

Workday

MS Office

Job description

Position Title & Department

Human Resources Assistant; Human Resources

Posting #

5672

Department Description

The role of Human Resources is to attract, retain and support a quality workforce so that collectively we can provide an exceptional educational experience for our students.

University Description

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges .

Detailed Description

This is a full-time temporary, benefit-based position. The appointment is renewable at the discretion of the University and dependent upon performance and continued funding.

Reporting to the Employee Engagement Manager, the Employee Engagement Assistant provides foundational administrative, clerical, and hands‑on logistical support for the university’s recruitment, onboarding, and employee engagement initiatives. Under direct supervision and in accordance with established institutional guidelines, this role serves as a primary resource for the Employee Engagement Team in Human Resources. The Assistant supports data integrity and legal compliance by assisting with data entry for background checks, tracking I‑9 verification milestones, and maintaining attendance logs for both new‑hire orientations and campus engagement events.

Duties and Responsibilities

Recruitment and Onboarding Support

• Assist with the administrative tasks of the university recruitment cycle, including preparing draft job postings, updating candidate pipeline statuses, and compiling final job closure files.
• Assist applicants navigating the Jobs@USD/Workday platforms; resolve frontline technical issues and respond to general application inquiries.
• Monitor and manage high-volume departmental inboxes (e.g., Human Resources and Jobs), responding directly to standard policy questions and routing complex scenarios to specialized HR team members.
• Provide administrative support with the I‑9 expiration report and E‑Verify cases. Schedule and conduct document review meetings, follow up with non‑compliant personnel, and accurately execute Section 2 of the I‑9 form within Workday.
• Initiate pre‑employment background checks within Truescreen under direction, track background check progress, and flag pending results for review.
• Assist in pulling and updating recurring recruitment and onboarding reports within PageUp and Workday HRIS.
• Maintain the master annual orientation tracking database. Assist with scheduling logistics, sending confirmation communications, and tracking attendance logs for university onboarding sessions.
• Review welcome letters to ensure accuracy in start dates, compensation, and onboarding details before distribution.
• Share standard USD policy guidelines and HR resources with employees and supervisors as directed.
• Maintain strict security and discretion regarding sensitive personal information, background records, and internal HR communications.

Support Employee Engagement Programs

• Assist with logistics for regular internal events and monthly T.E.C. initiatives.
• Secure space reservations through EMS and appropriate logistical details.
• Track event registration, actively monitor capacity, manage waitlists, and update attendee rosters.
• Provide hands‑on operational support during campus events, including material preparation and interactive elements (e.g., event stamping).
• Assist with the preparation and distribution of employee gifts and awards.
• Design engaging monthly T.E.C. event flyers and presentation decks for meetings, ensuring clear messaging and brand alignment.
• Maintain inventory and prepare physical event materials while providing cross‑functional administrative assistance.
• Act as a point of contact for employees regarding event inquiries, registration troubleshooting, and logistics.

Other duties as assigned.

Background check

Successful completion of a pre‑employment background check.

Degree Verification Requirement

Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements

Minimum Qualifications

• High school diploma or GED (General Education Diploma) equivalent.
• Two years experience in a business/office environment in a reception/customer service role. Two years of college coursework can substitute for one year of office experience.

Preferred Qualifications

• Workday and MS Office experience preferred.
• Ability to speak Spanish preferred.
• Experience in Human Resources preferred.

Performance Expectations- Knowledge, Skills andAbilities

• Must possess a general knowledge and overview of all business operations to assist faculty, administrators, staff, and students.
• Working knowledge of Human Resources policies, processes, and procedures, especially as they relate to HR front desk operations.
• Must be able to effectively analyze customer concerns and communicate as appropriate
• Excellent word processing skills and familiarity with other software programs.
• Working knowledge of office practices and procedures.
• Excellent interpersonal skills.
• Excellent organizational and time management skills; detail‑oriented; effectively manages workflow and customer requests.
• Excellent telephone etiquette. Demonstrated ability to work effectively with multiple phone lines.
• Represent the University and the department in a positive manner with prospective and current employees.
• Relate effectively with a wide variety of people; learn and use operating practices of the HR department and the University.
• Provide service in a courteous, prompt and efficient manner.
• Cooperate as a team member with the entire HR department.
• Efficiently work in an ever‑changing multi‑task, multi‑deadline environment.
• Flexible and adaptable to change
• Punctuality.
• Excellent judgment and ability to evaluate and process confidential Human Resources information with tact and discretion.

$24.00 - $28.00 per hour; Excellent Benefits.

The University of San Diego offers a very competitive benefits package including medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Hours: 37.5 hours per week

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco‑free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: August 18, 2026 Pacific Daylight Time

Applications close: Open until filled

Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at [e-mail] , by calling [phone], or in‑person in the Hughes Administration Center, room 150.