Human Resources Administrative Assistant, Chancery Office

Human Resources (HR) Administrative Assistants provides administrative support to the HR team in its various functions including recruitment, benefits, time and attendance, employee database, and others as may be assigned.


  • Handles general HR administrative functions, as follows:
  • Performs customer service functions by answering employee requests and questions.
  • Prepares recruitment and other HR-related documents based on instructions from the other HR Team members.
  • Creates reports for senior management.
  • Reviews, forwards, or handles mails received by the Human Resources
  • Maintains physical and digital HR and employee files.
  • Manages payment of invoices and processing check requests for HR.
  • Monitors and orders office supplies as
  • Prepares HR correspondence, photocopy, scan, file, and complete other performs other clerical functions.
  • Acts as a reliable and supportive team member
  • May be asked to assist in the following HR functions as may be required and based on specific instructions:
    • Recruitment:
      • Reviews and drafts job descriptions and job ads.
      • Places job ads in various approved job sites.
      • Coordinate and schedule interviews
      • Drafts job offers and employment agreements based on given parameters.
      • Helps organize and manage new employee orientation, on-boarding, and training programs.
    • Benefits, Workers Compensation, Leaves
      • Prepares necessary documents based on set parameters.
      • Distributes communication materials as needed.
      • Follows up or coordinates with other employees, as required.
  • Other assignments
    • Assists in other HR initiatives like performance appraisals, benefits enrollment, etc, as needed.
    • Completed special projects that may be assigned from time to time.


  • Good verbal and written communication skills.
  • Effective interpersonal and customer service skills.
  • Has attention to detail.
  • Working understanding of human resource principles, practices and procedures is preferred
  • Good time management skills and ability to meet deadlines.
  • Ability to multi-task
  • Ability to exercise discretion and
  • Good analytical and problem-solving abilities



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability, or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:      

  • Preferably with bachelor’s degree
  • 1-2 years of work experience
  • Experience in doing Human Resources work will be an advantage.

Language Skills:

  • Good written and oral communication skills with an ability to effectively communicate with all stakeholders.
  • English, required.
  • Being bilingual is an advantage.

Technical Skills:

  • Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software.

Physical Demands:

  • While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear.
  • The employee is occasionally required to stand, walk, stoop, and reach with hands and arms.
  • The employee must frequently lift and/or move up to 10 pounds and be able to retrieve and replace files in filing cabinets.

Other Requirements:

  • Ability to work in a multi-cultural work environment.
  • Able to work evenings and weekends which may be required occasionally.
  • Able to work cooperatively and collaboratively with other members of the staff as well as with staff members outside the department.
  • Able to multi-task and provide good customer service.
  • Must have an understanding and acceptance for the mission of the Catholic Church.
  • Must support the teachings and values of the Catholic Church and its mission.

SALARY RANGE: $25-28 per hour based on experience and education. 

How to Apply: Interested candidates should submit a cover letter and resume to

Human Resources Manager, Chancery Office

The Human Resources manager will work very closely with the HR Director in providing HR services to over 2,000 employees of the Diocese of San Jose chancery, parishes, schools, and affiliated organizations.  The incumbent manages specific human resources functions as may be assigned such as Employee Relations (investigations and employee discipline), Compensation, Benefits, Payroll Audits, Performance Management, HR compliance-related functions (Workers’ Compensation, EDD, Unemployment Insurance, mandatory training, et al.) and other functions and tasks as may be assigned.


Vision, Strategy and Leadership:  The HR Manager will partner with the HR Director in the development and management of policies, programs, guidelines, and procedures for the following functions:

Employee Relations:

  • Investigate employee issues and conflicts and bring them to resolution in accordance with policy and California labor laws and regulations.
  • Provide guidance and support to the location heads in addressing employee issues.
  • Partner with the location heads in developing HR policy guidelines and procedures to address employee performance and behavioral issues.
  • Coordinate legal compliance and employee termination issues with the HR Director and the DSJ Legal Counsel.
  • When requested, assist in conducting exit interviews or arrangements for separation agreements with terminated employees.


  • Provide guidance to hiring managers in establishing the pay range for job vacancies in accordance with DSJ compensation structures and guidelines.
  • Partner with hiring managers in the review job descriptions and ensure that they are compliant with all local, state and federal regulations, particularly the FLSA classifications.
  • Ensure compliance with the legal minimum wage across all locations.
  • Manage the planning and implementation of the annual cost of living allowance for the Chancery and the parishes.
  • Handle inquiries and requests for compensation review.
  • May be assigned to assist in diocesan-wide compensation restructuring projects.


  • Administer all benefit programs (health plans, insurance plans, retirement plans, FSA, HSA, etc.) for eligible employees at all parishes, schools, and as requested, other agencies of the Diocese.
  • Work with the HR Director and Benefits Analyst and the DSJ Benefits Committee in the review of current benefit programs, and recommend changes as appropriate.
  • Conduct research on benefit trends and benefit-related California labor laws and regulations and recommend changes as may be required.
  • Negotiate and collaborate with brokers, administrators, and vendors, and may write plan documents and/or summary plan descriptions.
  • Plan and facilitate the annual open enrollment by ensuring the development and dissemination of communication materials to all concerned location heads and employees.
  • Handle benefit-related inquiries and concerns from new employees, current employees, and terminating employees.
  • Assist employees and clergy in the filing of health claims and obtaining Medicare when age appropriate.
  • Work with Payroll Administrator in reviewing and ensuring the accuracy of benefits-related payroll deductions.

Performance Management:

  • Assist the HR Director in ensuring that annual performance evaluations are conducted across all DSJ locations (the chancery, parishes, schools, and other companies).
  • Put in place a mechanism to track compliance.
  • Conduct training on performance discussions and evaluations as may be required.

HR operations and compliance-related functions:  Incumbent may be asked to handle any/some/or all of the following functions:

  • Workers’ Compensation
  • EDD and Unemployment Insurance,
  • Audit of workday data and reports

Perform other duties as may be assigned by the HR Director.

Finances and Operations:

  • Provide inputs in the development of the annual HR Budget.
  • Partner with the CFO in managing inquiries and the coordination of back-end operations related to the retirement plans for lay, religious and clergy.

Collaboration and Communication:

  • Excellent verbal and written communication skills.
  • Effective presentation skills.
  • Excellent interpersonal and customer service skills.
  • Ability to build strong relationships and to work collaboratively within the HR Team, with location heads, and with employees.



  • Strong analytical and problem-solving skills
  • Knowledge of California labor laws and regulations and the ability to apply this in a complex work environment.

THIS POSITION SUPERVISES:  No one at this time.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:         

Bachelor’s degree in business administration or 5-10 years of related HR experience in a complex work environment.

Leadership Skills:

  • Coaching/Mentoring of HR Partners from the various locations        

Language Skills:

  • Strong verbal and written communication skills; proficiency in composing reports, correspondence, and letters and in publishing newsletters; ability to develop and facilitate workshops, training and presentations; ability to read and understand Church documents.
  • Bilingual in Spanish preferred but not required. 

Computational Skills: Ability to read and manage a budget and contribute to building an office budget. Ability to use external and internal websites and edit as appropriate.

Reasoning Ability: Ability to solve problems and deal with a variety of concrete variables in situations where varying degrees of standardization exist.

Technical Skills:  Proficiency in Microsoft Office and knowledge of California labor and regulations websites.


Certificates, Licenses, Registrations:  HR certification is preferred but not required.

Physical Demands:

  • Sitting, standing, walking, reaching, lifting, repetitive motion, bending, stooping, crouching, climbing,  stretching, twisting. 
  • Can operate standard office equipment such as copiers, fax machines, personal computer, telephone, and  alarm system. 
  • Can lift 10 lbs. in compliance with safety standards. 
  • Level of vision, hearing, speaking required. 

Working Conditions:

  • The employee must be physically present in the office during normal office house to complete office tasks.
  • The employee may be required to travel to school or parish locations from time to time.

Other Requirements:  The employee must:

  • Is mission driven and a creative problem solver.
  • Demonstrates a commitment to high professional ethical standards.
  • Has organizational skills required to manage many people and projects.
  • Able to work evenings and weekends, as may be required from time to time.
  • Must have an understanding and acceptance for the mission of the Catholic Church. 
  • Must support the teachings and values of the Catholic Church and its mission and act as a Minister of the Faith. 


Salary Range: $80,000-$100,000 based on education and experience.

How to Apply: Interested candidates should submit a cover letter and resume to


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Director of Human Resources – (Full-Time) – Chancery Office, San Jose


The Director of Human Resources assists diocesan management and employees with Human Resource (HR) matters by directing and implementing best practices and systems for effective human resource programs and services that contribute to the mission of the Diocese of San José.  This position reports directly to the Chief Operations Officer (COO).

The Director of Human Resources provides inspirational leadership in managing all human resources activities, enabling the organization to operate at its highest level through the recruitment, development, and retention of high-performing, mission-aligned employees. This strategic, yet tactically sound leader will help define and shape the organizational culture, nurture employee engagement, and implement people-centered best practices that increase the organization’s capacity to fulfill its important mission.

The Director of Human Resources ensures the team follows proper administration of statutes and government regulations in keeping the Diocese of San José in compliance, working closely with the COO and General Counsel.  This position serves as the operational leader and as a human resource consultant for all levels of management for the diocese and at parishes, schools, and other agencies of the diocese.  This includes meeting with diocesan executive management, pastors, principals, and other administrators to interpret policies and benefits and to resolve employment issues such as discipline, terminations, and other problem situations regarding employees; and mediates grievances and resolves conflicts while always striving for just treatment for those who work for the church.

The Director of Human Resources is operational and hands on, providing support to the HR team on a day to day basis. The position will be directly responsible for supervising all HR staff, implementing department priorities, compensation practices, employee relations, performance management, benefits, comprehensive training, onboarding of employees, complaints and investigation, managing vendors and contractors.

Strategy and Leadership:

  • Responsible for working in partnership with the COO and management teams in developing strategy and executing the human resource philosophy of the Diocese of San José.
  • The position is directly responsible for succession planning, talent management, change management, organizational and performance management, employee training and development, process and system improvement, implementing policies and written procedures, employee relations, HRIS systems, employee leaves of absence, benefits and retirement planning, compensation, and employment law compliance for a diverse workforce with multi-location operations.
  • Provides visionary leadership and management of the organization’s services function to include the planning, development, evaluation, implementation, and maintenance of HR.
  • Develops HR annual plans and priorities, with the COO, that support Diocesan mission, operations, and goals and creates consistency and effectiveness in implementation. This includes ensuring that the HR department’s programs and services align with the chancery and departmental mission and goals.
  • Anticipates key trends, opportunities, and vulnerabilities, and positions functional support to ensure that the Diocese’s infrastructure and systems are stable and support the demands of current programs and future growth.

Finances and Operations:

  • Provides direct supervision of the HR Team, helping manage day to day functions.
  • Ensures HR policies and practices are compliant with applicable Church teaching, canon law, and local, state, and federal laws and regulations.
  • Responsible for all functions of personnel management and performance, employment compliance, compensation, wages and classifications, benefits administration, talent acquisition, employee training and development, and HR data management systems and legal and labor relations, ensuring appropriate and consistent application of these functions by each Diocesan location.
  • Works in partnership with the COO and General Counsel, in advising and providing consultation to Diocesan (parish, chancery, and school) leaders and staff on sensitive personnel issues, HR policies, and employment laws and regulations. Conducts oversight of all investigations and facilitates discussions between employees and supervisors related to formal grievances.
  • Implements the review of lay salary plans (at least annually) in collaboration with the COO, Cabinet, and CFO, ensuring periodic review of the chancery’s total compensation philosophy and its implementation and ensures equity.
  • Works collaboratively with the Office of Protection of Children and Vulnerable Adults (OPCVA), reporting of and education about the tragedy of child sexual abuse. Assures that background checks are conducted for employees and volunteers. Oversees compliance and periodic review of safe environment policies.
  • Assures effective stewardship of the Human Resources Department by providing leadership in developing the annual budget and monitoring expenses throughout the year for HR.
  • Works with COO and CFO oversee vendor management: evaluation of services, new vendor searches and requests for proposal, pricing, and contract negotiation. Seeking to evaluate these contracts at least one year prior to expiration.  Works closely with the COO and CFO.
  • Provides leadership in planning Chancery employee recognition and annual events, such as the Christmas gathering and summer picnic.

Collaboration and Communication:

  • Works in partnership with the Vicar for Clergy to respond to any Pastor needs, working in partnership to resolve any conflicts.
  • Works in partnership with Department of Catholic Schools to respond to any Principal needs, working in partnership to resolve any conflicts
  • Works in close collaboration with the Director of OPCVA to ensure all related Safe Environment policies and procedures are being implemented across all locations
  • Collaborates with the Communications Office on employee communications, including content, materials, and delivery methods.
  • Works closely with General Counsel on employment law compliance and consulting on formal grievances, HR Legal issues, outside counsel, and policy change.
  • Works closely and in partnership with the COO and General Counsel to handle any EEOC, DOL, or other government complaints.
  • Provides support to the Lay Retirement Advisory Board in partnership with the CFO and Vicar General, helping prepare presentations as needed and works closely to ensure full implementation of the retirement benefits for employees.
  • Serves on other Pension or Benefit boards, committees, councils, and boards at the direction of the COO. Provides reporting as requested.


The Office of Human Resources staff and volunteers.

Education and Experience:

  • At least ten years’ management and supervision experience with a BA in Human Resources or related field from an accredited institution. HR certification (SPHR or SHRM-SCP) is preferred.
  • A track record in designing and implementing effective change management, leveraging Human Resources transactional needs with technology, and building proactive policies, systems, processes, and programs appropriate to the needs of the organization
  • Knowledge and demonstrated experience in analyzing employment law, including statutes and government regulations; Commitment to understanding and willingness to support the organization’s faith-based mission.
  • Commitment to applying Church teaching to all facets of HR administration. Commitment to understanding and willingness to support the organization’s faith-based mission and the “minister” aspect of this role.
  • Demonstrated experience advising other organization leaders in HR services policy and practice, workforce planning, organizational development, and employment law.
  • Demonstrated experience with implementation of strategic planning, budget oversight, and policy management.

Language Skills:

  • Bilingual preferred: Spanish or Vietnamese
  • Must have excellent interpersonal, customer service skills
  • Be responsive and ensure services appropriate to a multicultural environment
  • Spoken communications: able to clearly present information and conduct training;
  • Written communication: able to clearly and effectively present ideas and document and accurately read and interpret written information

Technical Skills:

  • Technology skills including but not limited to knowledge of computers, ability to use a variety of software programs; skill in Internet and email use; knowledge and ability in the use of primary business machines. Ability to lead the maintenance content of the intranet site for HR. Provide support in volunteer management.

Other Requirements:

  • Practicing Catholic preferred.
  • Deep understanding of the teachings, values, structure, and mission of the Catholic Church
  • Work during evenings and weekends may be required.
  • Possess integrity and conviction, ensuring the confidentiality of all personnel matters
  • Identify and affirm gifts and talents in others
  • Be sensitive to cultural and racial diversity
  • Have excellent relational skills, and be able to work collaboratively

Certificates, Licenses, Registrations:

  • SHRM Certification Desired

How to Apply:

Please submit cover letter and resume to

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