Executive Director, HR Shared Services (HR MGR 3)

The Executive Director oversees the HR Shared Services Organization (HR SSO) which consists of several complex business units that deliver employment-related services (i.e., onboarding, reclassifications, salary changes, etc.) across multiple functional disciplines, providing outstanding customer service, accurate transactions/processing, and enhancing efficient business operations on both the Davis and Sacramento campuses.

The Executive Director of Shared Services is responsible for developing and implementing strategies to increase HR operational efficiency while meeting, or exceeding, service level agreements and delivering an outstanding customer experience for non-faculty employees and leaders, with oversight of operational and transactional functions to support UC Davis, including the academic campus in Davis and the health campus in Sacramento. The incumbent partners with others in HR and across other service channels to identify, process map, migrate and launch efficient workflows, processes, and systems for Shared Services, engaging client stakeholders throughout to ensure alignment with both the UC Davis strategic plan and the UC Davis Health clinical strategic plan. Under the general direction of the Chief Human Resources Officer (CHRO), the incumbent develops and implements strategic and business planning initiatives, policy formulation, program development, and operations management for Shared Services functions. Additionally, the incumbent develops long-term strategies to support business clients across a broad group of functional areas across both the academic campus and the health campus. This is a highly interactive position that requires direct and continuous interaction with all levels of UC Davis administrative leadership, UC Systemwide Human Resources, and the UCPath Center. The Shared Services Executive Director represents HR in organization and systemwide meetings, committees, Advisory and Governance Boards, etc. on matters pertaining to personnel and systems policies and practices. The Shared Services Executive Director embodies and promotes UC Davis's organizational values and principles of community in all actions and actively seeks to develop programs that bolster inclusive excellence at all levels and which support high-performing teams - this includes providing leadership in this area to service channel stakeholders and clients on inclusive excellence principles and practices.

The Executive Director has significant responsibility for formulating and administering policies and programs, managing significant human, financial, and physical resources, and supporting HR functions with a high degree of autonomy. Through subordinate managers, this role oversees all aspects of the shared service channel, including accountability surrounding performance metrics, stewardship of department budget and other resources, and the development of systems and procedures to promote optimal service delivery and protect organizational assets. This position is ultimately accountable for the development, implementation, evaluation, and continuous improvement of the client interaction framework and processes which foster teamwork and a strong customer service culture.

Apply By Date

July 12, 2006 by 11:59pm PDT; screening and selection can begin any time.

Minimum Qualifications

• Bachelor's degree or equivalent experience in business administration, human resources, or any related field
• At least five years of experience leading a shared service organization
• Good working knowledge of employment laws and regulations
• Good working knowledge of ERPs and HR management information systems
• Outstanding communication skills (oral and written) with a diversity of situational communication styles and demonstrated high level of political acumen
• Proven track record of success in all aspects of shared services management in a cross-functional setting including but not limited to skilled in developing strategy, applying organizational development principles, problem solving, leading change, and leading business process improvement projects.
• Any equivalent combination thereof the above-referenced education, skills, and experience

Preferred Qualifications

• Master's degree in business administration, human resources management, or any related field.
• Good working knowledge of California employment laws and regulations
• Good working knowledge of UC systemwide personnel policies and UCPath (PeopleSoft ERP)
• Demonstrated ability to make sound decisions regarding hiring, evaluating, and development of subordinates
• Excellent leadership skills including collaboration, coaching, and developing subordinates; ability to build good working relationships
• In-depth understanding of how to collaboratively set and achieve meaningful goals
• Demonstrated ability to handle extremely difficult or volatile situations / individuals effectively

Key Responsibilities

70% - Provide vision, leadership, planning and management for on-going cost-effective HR Shared Services to meet current and future business demands

• Establishes the quality plan and management mechanisms for Shared Services, monitors customer support, deliver quality, and consistently enhance customer service, satisfaction, and experience
• Facilitates quarterly meetings with the SSO Board and prepare/present the SSO budget to Board on an annual basis, recommending increases as appropriate and needed
• Determines strategic priorities and resource support requirements for the HR Shared Services Organization
• Develops and implements, monitors, and adjusts tiered support model and escalation path for issues requiring support outside of HR Shared Services
• Builds and maintains good working relationships with various stakeholders, including leaders across the campus community and HRBPS (HR Business Partners) to identify needs, close service gaps, and effectively resolve issues
• Provides leadership to UC Davis stakeholders and HR clients and partner with other HR teams on DEI efforts related to supporting employees via Shared Services.
• Manages strategic relationships with University of California Office of the President, peers at other UC campuses, and other third-party providers who deliver HR services to UC Davis employees
• Creates a service delivery model to leverage in-house support and outsourced solutions
• Recommends solutions designed to improve operating efficiency of HR systems and processes
• Monitors and maintains quality assurance and service delivery performance metrics, recommend measures for improvements, identify key trends, including those related to HR programs, and work with HR
• Leadership to review performance results and implement changes/solutions based on trends, identified gaps, and business needs to enhance performance
• Partners with others to identify areas for further integration of HR administrative tasks and services into Shared Services and to execute programs in partnership with HR functional units; lead integration analysis and implementation projects
• Serves as business owner of the HR customer service portal (AggieService) and partner with product manager and the HR
• Technology team to set requirements, prioritize enhancements, and continuously improve system to support service delivery and provide outstanding client support
• Establishes and implements best practice operations standards and practices, including use of technology to improve efficiency and customer experience
• Standardizes and enforces standards as they pertain to the input, use and privacy of HR data, and the use of data for decision making
• Develops the performance measurement system and maintenance of service level agreements and key performance indicators, including synthesizing outcomes and preparing executive briefings on an ongoing basis and presenting for senior organization leaders and stakeholders
• Ensures operations program policy, procedures, and guidance are accurate, regularly updated, and communicated in alignment with HR communication strategy
• Establish and deploy digital HR service delivery strategy, integrated with UCPath, HRIS, and related workforce management systems

30% - Integrates staff to form leading practice shared services team, train and develop staff to operate in shared services model

• Oversee teams responsible for customer support for all employee populations (staff, academic personnel, postdoc/trainees) and managers/supervisors
• Prioritize and direct all activities for HR Shared Services
• Provides support to team members to ensure compliance with established processes and procedures in an effort to improve service delivery
• Establishes and communicates standard work within HR teams
• Ensures a diverse, equitable, and inclusive Shared Services workforce, and provide leadership to subordinate managers in doing so
• Fosters a work environment that is inclusive and highly engaged
• Manages HR Shared Services budget in partnership with HR admin team and Chief of Staff

Department Overview

The Executive Director of HR Shared Services reports to the Chief Human Resources Officer and is a member of the HR Senior Leadership Team. The Executive Director provides leadership and vision to the SSO, consistently implementing industry best practices, improving the customer experience, and aligning the services provided by the SSO with the needs of both the Davis and Sacramento campuses which are comprised of almost 40,000 staff, academic and student employees.

The Executive Director is responsible for providing, and consistently improving, customer satisfaction and operational efficiency within the service channel by consolidating and centralizing back-office services that support the majority of UC Davis employees at both the Davis and Sacramento campuses. The Executive Director is committed to continuously improving efficiency, reducing costs whenever possible, and providing consistent services across the organization by taking advantage of economies of scale, leveraging technology and automation, standardizing processes, and consistently improving service delivery.

The HR-SSO consists of several complex teams representing multiple HR functional disciplines including:

• Customer Service and General Inquiry
• AggieService - System and Service Desk
• Employee Onboarding
• Payroll and General Employment Data
• General Employment - Student
• General Employment - Staff
• Records Management - Digital Employee Personnel Files
• Quality Assurance/Data Integrity

Position Information

• Full Salary Grade Range: $141,600 - $294,000
• Salary Frequency: Annually, paid monthly, in arrears
• Salary Grade: Grade 28
• UC Job Title: HR MGR 3
• UC Job Code: 000626
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): M-F 8-5
• Location: Davis Campus; HAS - Rancho Cordova
• Union Representation: 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes
• This position is Hybrid.

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks

#LI-DNI