Human Resources Office Administrator

this can be a full time (37.5 hours/week) position or (2) part time roles involved in a job share. This position requires you to be on campus. Please indicate your preference within your cover letter

The Human Resources Office Administrator serves as the initial interface between the HR Department and the internal and external community. The Administrator is a key component of the interaction with employees, candidates, students, vendors, and other members of the community. Specifically, responsible for being the first point of contact for individuals both in-person and via telephone; assisting with general office functions in addition to Human Resource administrative support activities; and maintaining a positive, professional approach in communicating and dealing with all contacts given the Administrator’s role as the person responsible for ensuring first impressions with the college’s HR department are favorable. In addition, the Office Administrator must have a strong commitment to creating and fostering client relations in the community; act as an “Ambassador” to HR; and as the primary office logistical staff person, this position requires on time arrivals and departures to ensure the office is operational at the beginning and close of the day.

WHAT YOU WILL DO

• Receives all visitors and manages the traffic of the HR Department by greeting and welcoming them at the Reception desk and/or by answering and routing incoming calls with a positive, professional, and welcoming approach.
• Greets visitors for the Vice President of Human Resources when they are in the office and answers the phone for outside callers; this requires a high level of confidentiality, proper telephone etiquette, and attention to detail with communications.  Assists with administrative duties as needed.
• Supports the Student Employment program for both domestic and international students including supporting managers/supervisors campus wide on the I-9 process and identification needed. Follows up with students to ensure compliance with Federal law. Participate in eVerify program, confirming all steps are completed in a legal, timely manner
• Actively participates in Onboarding activities such as Launch: Activate and Enrich orientation program including preparation, design, implementation for all new employees.  This includes: Day one logistics (paperwork, parking passes, HR giveaways, and I9’s, including eVerify); communicating with hiring managers on process; and acting as the MC and presenting at the in-person sessions.  Assists fully remote employees with the remote I9 process.
• Collects Babson assets from departing employees as part of the off-boarding process; these include but are not limited to laptops, PCards, OneCards, keys; returns assets to the appropriate offices.
• Assists employees, students, affiliates, temporary employees, and other constituencies in resolving various HR related matters by answering inquiries; providing accurate information; referring employees to the appropriate staff, following-up as appropriate; and partnering and referring to Payroll as needed for assistance.
• Provides overall HR administrative support to the department including but not limited to: entering, formatting, and printing information; organizing work; relaying messages; maintaining personnel and other files; monitoring equipment; coordinating faxes; and Power Point Presentations. Ensure HR contact information on hr.babson.edu is accurate, updating when staff join and/or depart the College; and update and maintain the HR calendar of events.
• Manages the conference room 170 calendar; and coordinates with Facilities and caterers for any events.
• Manages overall administrative tasks for the HR Suite such as ordering office supplies; distributing incoming and outgoing mail and packages; coordinating the purchase and distribution of compliance posters; preparing personnel files when requested; managing the Human Resources mailbox, responding to all emails in an appropriate and timely manner; and processing and submitting invoices into Workday for payment via Accounts Payable.
• Responsible for coordinating and scheduling front desk lunch coverage with the HR staff and maintains front desk coverage calendar for lunch and other time frames as necessary.
• Works with the Compensation and Talent teams to manage the Volunteer process including tracking all volunteers across campus, submitting volunteer background checks, entering volunteer information into system, and confirming and collecting signed volunteer agreements.
• Works with the Benefits team on Blood Borne Pathogen requirements for specific roles on campus. Track when this certification is required, ensure compliance with necessary trainings, and work with Compensation to ensure Workday profiles are updated and accurate.
• Scans and uploads documents into Workday as needed (e.g., former employee files).
• Ensures accurate and up-to-date data and compliance for Workday pending tasks, temporary employee and contingent worker end dates and other data related reports achieved by following up with hiring manager, employees, candidates etc.
• Sends College acknowledgements to community members such as condolence gifts, baby books etc.
• Sends new employee emails to complete Community Breakfast survey (i.e., collect fun fact, name pronunciation, etc.).
• Schedules ergonomic assessments with vendor and employee(s); follows up with vendor for assessment reports.
• Assumes additional responsibilities and special projects as required and as necessary (i.e., CORI Forms, Loan Forgiveness Forms).

YOUR TEAM WILL INCLUDE

HR student workers

WHAT EDUCATION AND SKILLS YOU WILL NEED

• Associate’s Degree
• A minimum of 5 years prior successful experience in general office administration
• Ability to present a positive and professional demeanor at all times
• Must maintain departmental confidences at all times
• Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook/Calendar, Google Suite, Skill Survey, and OneClick)
• Must exercise extreme attention to detail which includes being thorough, accurate, and organized
• Must have excellent interpersonal, written, verbal communication, and customer service skills and the ability to successfully work with all constituencies
• Ability to successfully perform multiple tasks and balance multiple priorities is essential
• Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities constantly
• Ability to take initiative and complete tasks with minimal supervision
• Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, and other constituencies
• Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
• Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

HOW AND WHERE YOU WILL WORK

Requires work onsite 5 days a week; the on-campus requirement is subject to modification based on organizational need. 

ADDITIONAL SKILLS YOU MAY HAVE

• BA/BS degree in business or human resources preferred
• Must have the focus and desire to work in the Human Resources field
• Previous experience working in a team environment