HR Coordinator, Talent Operations

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.

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 [email protected].