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Position Details
The Office of Human Resources at The University of Tampa has an opening for an Administrative Assistant/Human Resources Specialist. The Administrative Assistant/Human Resources Specialist reports to the Vice President for Human Resources and provides support for the department's administrative activities, coordinating various administrative processes and projects. This position reviews and processes Human Resources forms and records, provides Human Resources services, E-verifications for new employees, and serves as a resource to employees and supervisors by answering questions and referring them to appropriate resources. Duties include maintaining office coverage at all times during normal work hours, answering phones, and providing back-up support as needed.
Responsibilities
1. Serve as administrative assistant to the Vice President by providing or overseeing reception services, scheduling appointments and meetings, maintaining the Vice President's calendar; preparing and proofreading correspondence, reports, and other documents; organizing and maintaining paper and electronic filing systems; initiating recurring administrative processes; coordinating projects; and assisting in the completion of reports by researching and gathering required information and preparing reports.
2. Ensure the accuracy and completeness of information contained in University personnel records and the human resources information system database by understanding the nature and the various types of personnel actions and the associated policy compliance and processing implications.
3. Serve as the communication hub of the office by communicating information from supervisor to others, collecting and organizing information requested by the supervisor from others, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to human resources to faculty, staff, students, and other departments.
4. Obtain equipment, services, and supplies needed by the department following University policy and procedures, utilizing the appropriate process.
5. Maintain department financial records and accounts, reconcile billing, maintain running balance of sub-accounts established within the department, and prepare financial reports for the Vice President.
6. Organize, coordinate, plan, and conduct departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, materials, and packets, and overseeing the event as it occurs.
7. Assist with employment processes by creating and maintaining employee files, preparing correspondence to new hires, entering required information into database, preparing personnel action notices, providing verification of employment, verifying transcripts, and assisting new employees with processes associated with employment (including E-verify, obtaining access to network resources, arranging orientation, name tag, etc.).
8. Support the administrative business functions of the department by maintaining the department website and databases, scheduling the use of the conference room, and maintaining the security of equipment, files, and records.
9. Provide employee lists/information as needed from the HR database (birthday, hire date, phone directory, etc.).
10. Assist with job requisition/job posting processes as necessary.
11. Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.
12. Contribute to the success of the Office of Human Resources by performing other duties as assigned and assisting in other Human Resources areas as needed.
Qualifications
1. Associate's degree or two years of equivalent experience in human resources. Experience performing the duties of this job may substitute for the degree requirement on a year-for-year basis.
2. At least five years of administrative support experience. Human Resources experience preferred but not required.
3. Excellent written, oral, interpersonal, and organizational skills.
4. Ability to maintain the confidentiality of personnel actions is a must.
5. Ability to operate and troubleshoot electronic office equipment and computers.
6. Ability to establish priorities and manage time wisely.
7. Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office.
8. Willingness to embrace new technologies and innovative organizational practices.
Required Attachments
Please be sure to attach all required documents listed below in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.
1. Cover letter
2. Resume
Work Schedule
Monday-Friday, 8:30 a.m. to 5:00 p.m.
Summer: Monday-Thursday, 8:00 a.m. to 5:30 p.m.
Occasional evenings and weekends may be required.
The University of Tampa offers great benefits to include:
•FREE Tuition
•Generous paid leave
•Wellness initiatives
•100% Employer-Funded Health Reimbursement Account
•100% Employer-Paid Short & Long Term Disability Insurance
•100% Employer-Funded Employee Assistance Program
•Discounted On-Campus Dining Meal Plans
•FREE On-Campus Parking
•FREE Access to Campus Amenities (pool, library, campus events and more)
•Fitness Center
•Pet Insurance
•Flexible Spending Accounts
•And more!
The University of Tampa is an Affirmative Action/Equal Opportunity Employer. The University seeks candidates with diverse backgrounds to facilitate intercultural awareness and understanding.
Submission Guidelines
To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission. Required documents should be submitted in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.
Background Check Requirements
Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.
Additional Information
This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.