Job Description
Job Description
Work Schedule :
Monday through Friday, occasional weekends and evenings may be required. Must be available for emergency situations as determined by ASI and the University. Hybrid eligible
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.
POSITION OVERVIEW
Under the general supervision of the Employee Experience Manager, the Employee Relations Senior Specialist plays a key role in fostering a human-centered, psychologically safe, and learning-driven workplace by conducting and providing oversight of fair, thorough, and timely investigations into employee concerns. This position ensures that employee relations issues are addressed with care, neutrality, and equity, while also promoting constructive conflict resolution and mediation strategies. This position will act as a consultant to management on employee relations issues, develop and maintain standard operating procedures for the employee relations team, and develop training and prevention protocols to promote a supportive, high-trust workplace culture, while ensuring compliance with legal standards. In alignment with ASI’s guiding ideas, the Employee Relations Senior Specialist contributes to a student learning-centered HR Department by working collaboratively with organizational stakeholders.
ESSENTIAL DUTIES
Supervisory Responsibilities
- Responsible for supporting the recruitment, supervision, training, development, performance management, and guidance as needed to area personnel, setting goals, preparing evaluations of their performance, and cross-training effectively work towards a cohesive, collaborative, and synergistic team within the unit and department; (2) Employee Relations Assistants
- Ensure assigned operations in the area are carried out in accordance with established policies and procedures based on organizational and department goals and progressive human-centered HR standards
- Provide oversight of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall priorities for the department area
Employee Relations & Investigations
Lead and oversee timely, objective, and thorough investigations into workplace concerns, complaints, and policy violations, ensuring equitable outcomesServe as a neutral factfinder, conducting interviews, gathering evidence, and preparing detailed reports with findings and recommendationsEnsure compliance with ASI policies, university regulations, employment laws, and best practices related to employee relationsPartner with leadership and HR to develop and implement corrective action plans, training, and systemic improvements based on investigation outcomesProvide consultation and support to managers and supervisors, in collaboration with the Manager Support Team, to ensure proactive and effective handling of workplace concernsOversees and maintains detailed digital records of investigations and their related outcomesReports findings to Employee Experience Manager and senior management and prepares reports for external agencies, as requiredConflict Resolution & Mediation
Act as a trusted mediator, facilitating dialogue between employees to resolve conflicts in a way that strengthens relationships and promotes a learning cultureUtilize restorative practices, coaching, and structured mediation to address interpersonal and team dynamics, ensuring that concerns are resolved constructivelyGuide supervisors and employees in effective conflict resolution techniques, helping to create a culture where feedback is welcomed and psychological safety is protectedProvide coaching to managers on handling sensitive employee relations issues with empathy, fairness, and adherence to organizational valuesCollaboration & Culture Development
Partner with the Employee Experience Manager to support initiatives that enhance employee engagement, well-being, and workplace cultureWork collaboratively with the Manager Support Team to provide guidance and tools for supervisors, ensuring managers are supported in handling employee relations matters effectivelyServe as a thought partner in the design, implementation, and enhancement of a values-aligned performance management system that encourages feedback, development, and accountabilityProvide insights and recommendations to leadership based on employee relations trends, ensuring proactive solutions to workplace challengesIdentifying trends or patterns in employee behavior or complaints and recommending preventive measures, recommends the development and implementation of programs to improve employee morale and engagement, as neededWorking closely with the learning and development team to identify, design, and deliver training including the development of tools, resources, and workshops that equip managers and employees with the skills to navigate workplace challenges effectivelyResponsible for the creating and developing long-term relationships with external groups and offices (i.e. Title IX, Care Center, etc.) to create ongoing resources / supportManagement of Unemployment Insurance process and timely contact with third party administratorsAssist with creation of employee wellbeing activities / programs according to trendsOversees effective, direct communication with ASI employees on all changes to policies and procedures, as neededDevelops and maintains Standard Operating Procedures (SOPs) for the employee relations teamCollaborates with stakeholders and adjacent areas / units with area / unit updates, process changes and cross-area / unit initiativesAssist with general HR inquiries, issues and discrepancies from employees, managers, and administrators, as neededGeneral
Assist with preparing cost estimates for budget recommendations, budget reconciliations, and processing orders, as requestedSupport internal and external auditsMaintains an inclusive environment by providing exceptional customer service for ASI staff, management, and candidatesActively stays updated on current and future legal changes related to state and federal regulations and make recommendations for action to remain in complianceActively engage as an organizational leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committeesRole model the behaviors of ASI core values, constantly challenging one’s mental models as an active learnerPerforms other related duties, as assignedMINIMUM QUALIFICATIONS
Bachelor’s degree in human resources, organizational leadership, business administration, psychology, or related field;A certificate / credential in conducting workplace investigations, or equivalent, preferredAssociation of Workplace Investigators (AWI) CertificateSociety for Human Resource Management (SHRM) - Workplace Investigations Specialty CredentialHR Certification Institute (HRCI) - Professional Investigators CertificateCertified Mediator (from an accredited mediation program, e.g., ACR, AAA, IMI, or university-based program) within first year of employmentMinimum of 3 years of progressive experience in employee relations, workplace investigations, conflict resolution, or a related field; Two (2) years must include hands-on experience conducting investigations and handling employee complaints,Minimum of 1 year of experience in oversight or supervision of othersProven experience conducting neutral, fair, and thorough workplace investigations and providing well-documented findingsStrong mediation, facilitation, and conflict resolution skills, with a demonstrated ability to navigate complex interpersonal dynamicsDeep understanding of employment laws, workplace ethics, HR compliance, and investigation management softwareAbility to build trust and credibility across all levels of the organization while maintaining confidentiality and neutralityExcellent written and verbal communication skills, with the ability to explain complex matters clearly and compassionatelyExperience working in higher education, student affairs, or a mission-driven organization, preferredFamiliarity with psychological safety frameworks and human-centered leadership models, preferredKNOWLEDGE, SKILLS AND ABILITIES
Calmly handle all activities and highly confidential information with patience, discretion, excellent professional judgement, courtesy and tactSkills in writing comprehensive investigation reports and maintaining detailed records.High ethical standards and integrity.Empathize with employees while maintaining professional boundaries.Handle stressful situations and emotionally charged casesKnowledge and ability to develop and implement effective and efficient processes, procedures, and solutionsConfidently share and discuss ideas, solutions and suggestions with the common objective of selecting the best course of actionAbility to plan and review a variety of activities and meet important deadlines.Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures.General 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 ability to guide others in a 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 HR related databases.Ability to work with limited supervision, takes initiative and makes sound decisions within established guidelinesDemonstrated ability to maintain confidentiality and a diplomatic, professional demeanorAbility to prioritize tasks, display initiative and remain flexible in a changing environmentWORK 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
