VISION: Transform the university through the power of generosity.
MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.
DEPARTMENT PURPOSE: Attract, develop, and retain high potential individuals to support the mission of the OSU Foundation.
PRIMARY PURPOSE: The Human Resources Assistant is responsible for welcoming all incoming donors and guests, answering incoming calls and directing to the appropriate individual, distributing to the appropriate individual, distributing mail throughout the organization. This position also provides a variety of administrative duties in support of the Human Resources department. This role is diverse and requires the ability to multi-task, take independent initiative, properly organize and prioritize to meet deadlines. Must embrace a strong customer service mentality, function with a high degree of professionalism, and maintain the strictest confidentiality.

KEY AREAS OF FOCUS:

Front Desk Function-

• Ensure front desk is staffed throughout the day
• Professionally answer all incoming calls and redirect accordingly
• Greet guests in a professional, friendly, and hospitable manner
• Responsible for the distribution of OSU Foundation voucher checks requested through University departments
• Process and distribute all incoming and outgoing mail, as needed
• Prepare daily gift receipts for mailing, as needed
• Assist with the daily errands, including making deliveries to post office, bank, and other establishments, as needed

Human Resources Function-

• Maintains employee confidence and protects operations by keeping human resources information confidential
• Assist in the new hire pre-employment process by serving as the liaison between the employee and Human Resources team by scheduling and coordinating onboarding assignments and training sessions
• Assist with maintenance of confidential personnel files by ensuring the files are in compliance with applicable legal requirements; Review and organize all archived, active, and student personnel files, purging when necessary
• Assist with clerical aspects of the Human Resources team by processing invoice approvals, travel reimbursements, and monthly expenditures for Human Resources and Central Supplies, as needed
• Maintain orderly conference rooms, workrooms, kitchens, coffee machines, and lobby by monitoring supplies and restocking as needed

Other duties as assigned.

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-

• Graduation from a standard high school or approved equivalent

Experience-

• Progressively responsible secretarial, clerical, or related experience preferred
• Experience using MS Office 365 Suite (Outlook, Word, Excel, Teams)
• Knowledge of office administration procedures and ability to operate standard office equipment
• Proven sense of humor and ability to have fun

Basic Requirements-

• Ability to work Monday through Friday from 8:00am to 5:00pm, with a 1-hour lunch break from 12:30pm to 1:30pm
• Valid driver’s license required, with a clear driving record

Organizational Competencies-

• Effective Communication: Communicates well (written and verbal); Exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; Seeks first to understand and assumes positive intent; Deals with others in a straightforward and honest manner while conveying both good and bad news; Avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; Shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; Proactively contributes to problem solving and pursues continuous improvement efforts at all times; Takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate.; Delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; Values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; Supports team efforts and makes the Foundation a more enjoyable place to work
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; Gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; Responds appropriately and timely to issues; accepts responsibility for actions
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; Takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; Shows ability to listen actively to different perspectives and consider alternate views based on new information; Demonstrates self-control and remains productive during times of uncertainty
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; Demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; Supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; Practices ethical decision making; Has courage to try something new when encouraged by others; Shows accountability and credibility by following through on commitments; Receives constructive feedback from others and looks for continually improve.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; Actively shares contacts and relationships with those who may have common goals or needs; Embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; Solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in-person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.