What are the responsibilities and job description for the Human Resource Assistant position at Providence College?
Providence College, a primarily undergraduate, liberal arts, Catholic institution of higher education conducted under the auspices of the Dominican Friars, seeks candidates who can affirm and contribute to its mission. The College is committed to creating a diverse, inclusive environment that supports all of its students, faculty, and staff. All members of the community share a responsibility for creating, maintaining, and developing a learning experience valuing differences and practicing inclusion. We invite applications from qualified individuals who possess the experience, knowledge, and commitment to work within a diverse learning environment. Women and minority candidates are strongly encouraged to apply. Providence College is an equal opportunity employer.
Overview
Responsible for providing administrative support to the Sr. Associate Vice President of Human Resources and assisting in a wide variety of human resources functions. Provide excellent customer service to internal and external constituencies. Provide the highest level of confidentiality with highly sensitive matters.
Duties and Responsibilities
ESSENTIAL DUTIES:
- Provide administrative support to the Sr. Associate Vice President of Human Resources such as scheduling meetings, maintaining appointment calendars, preparing agendas, and minutes. Answer multiple phone lines and triages calls, greet and direct visitors to appropriate areas or persons, communicate clearly to answer routine Human Resource questions regarding policies, procedures and benefits, and coordinates meetings using outlook. (45%)
- Assist the Sr. Associate Vice President of Human Resources with the reconciliation and monitoring of the office budget, track expenses, processes payment vouchers for select vendors and troubleshoot issues relating to departmental expenditures. Maintains inventories of office supplies and processes office supplies requests. Keeps office machines running, including stocking of printer, maintains storage cabinets, and assists with ensuring electronic files of employee personnel files. (15%)
- Provide support for new projects and initiatives, high level searches, labor contract negotiations, data entry in systems, HR staff handbook, and other research and special projects. Assist with scanning and indexing of electronic files when necessary. (10%)
- Assist with logistics of events, ordering food/refreshments, providing directions, assist with reserving and scheduling meeting rooms, making handouts, event check-in, and follow-up evaluations at employee related events. Maintain the HR department vacation calendar. (10%)
- Ensure completion of intake of new employees, including preparation of benefits orientation packets, and assist with scheduling benefit orientation. (5%)
- Assist with maintaining College-wide organizational charts. (5%)
- Assist the Director of HRIS & Compensation and Director of Benefits with special projects as needed. (10%)
MARGINAL DUTIES:
- Sort, open, distribute and route individual or departmental incoming and prepare outgoing mail.
Education and Experience
- High School education or equivalent
- Two to four years of office experience. related experience or an equivalent combination of education and experience required
- Customer service-oriented with a proficiency in MS Office, especially Word, Excel, Outlook, and PowerPoint
- Excellent organizational and communication skills required
- Ability to learn, communicate, and apply new systems and processes
- Excellent attention to detail, time management, and the ability to multi-task in a fast pace-environment
- Excellent follow-through skills, highly organized, flexible, and attentive to deadlines and priorities
- Ability to maintain confidentiality
Supplemental Information
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sitting in a normal seated position for extended periods of time
- Reaching by extending hand(s) or arm(s) in any direction
- Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
- Communication skills using the spoken word
- Ability to see within normal parameters
- Ability to hear within normal range
- Ability to move about
DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.
EEO STATEMENT:
Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.
