Job Summary

Under the supervision of the Vice-President of Human Resources, this entry-level position provides support to employees and guests of the office, and tracks office deadlines and schedules to ensure that important tasks are completed on schedule and on time. This position has a critical role in managing calendars, setting reminders, and coordinating meetings and appointments which requires a strong attention to detail. As this position is the front line for the Human Resources Office, the successful person in this role must be able to assist employees, vendors and guests politely, professionally, hospitably, and with a positive demeanor.

Starting Salary Range

$24,000 - $26.000 annually based on experience

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

• Assist the university in implementing the Statement of Purpose
• Assist the university and department in implementing long-range institutional and financial plans

• Ensure reception desk is staffed at all times to assist employees and to answer phones, voicemails, and emails for the department
• Maintain neat appearance of common areas including front lobby, training room, copy room, and storage room
• Maintain calendar for Vice-President of Human Resources
• Assist Human Resources staff with scheduling, off-campus errands, setting reminders, and coordinating meetings and appointments to keep the team organized and efficient
• Process incoming and outgoing postal & UPS mail
• File, reconcile and upload receipts for approved purchases
• Prepare purchase orders and check requests for the department

• Maintain all necessary forms for employees and assist with the completion as needed
• Assist employees with accessing HRIS
• Assist job applicants with the application process
• Receive required identification from new employees and complete I-9 and E-Verify processes
• Facilitate verifications of employment from outside entities
• Assist with conducting University drivers’ tests and final approval
• Prepare and mail birthday, sympathy, get-well, and thank-you cards
• Maintain and order office supplies as needed
• Monitor office equipment for needed repairs and replacement items

• Receive and track payments for State Continuation and Retiree Life Insurance
• Assist with employee engagement events

• Track budget funds and other reports in Financial Edge
• Receive and track payments for State Continuation and Retiree Life Insurance
• Assist Vice-President of Human Resources with fund-raising activities, tracking, and reporting for the United Way Campaign

• Assist Vice-President of Human Resources with additional tasks as assigned

Required Application Documents

• Resume
• Cover Letter

Required Qualifications

• Two years’ experience in an administrative assistant office position or comparable experience
• Ability to respect and adhere to the strict confidentiality requirements of the Human Resources Office
• Ability to use common office productivity software, including Microsoft Office suite (Outlook, Calendar, Excel, and Word). Prior experience with or ability to learn accounting/human resources systems and student database software
• Ability to self-manage assigned tasks
• Ability to solve practical problems and deal with a variety of situations and people
• Ability to multi-task and work in a fast-paced environment
• Ability to proactively and meticulously take notes documenting information for future reference and application
• Ability to be proactive and to learn by asking insightful questions

Preferred Qualifications

• Experience in the field of human resources
• Experience in Higher Education
• Experience with Canva
• Experience with event planning

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer and 10-key calculator
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone
• Must have the ability to sit or stand for extended periods of time
• Must have strength and agility to move files, paper boxes, and minor office equipment
• Must have mobility to run errands to other offices and collect mail from post office