Administrative Assistant - Human Resources

About the role

The Administrative Assistant provides administrative and confidential clerical support for the Executive Director for Human Resources and the Human Resources team in a fast-paced and dynamic environment.

Essential Functions

• Provides support and performs administrative work of a confidential nature for the Executive Director for Human Resources, including maintaining the calendar, scheduling meetings, and coordinating and implementing special projects.
• Provides support for the Human Resources team, including coordinating activities of the Human Resources Office; scheduling meetings and appointments; processing travel and expense reimbursements and other university forms; keeping the office well organized; coordinating major meetings, conferences, exhibits, and travel; and providing other support as needed.
• Completes confidential HR and personnel paperwork on behalf of HR leaders.
• Budget reporting and analysis: Tracks base and working budget changes; assists with monthly budget reports; investigates budget variances; prepares reports for the Executive Director to complete monthly analysis and projections; and prepares special reports as requested.
• Creates requisitions and purchase orders.
• Processes invoices.
• Directs the work of HR student employees.
• Coordinates employment search processes for all hiring in HR.
• Coordinates and implements events such as the annual service award party and appreciation luncheons, including room reservations, catering coordination, and room setup. Acts as a liaison to campus partners that require HR assistance with event planning.
• Coordinates with vendors for annual service anniversary gift ordering, presentation, and distribution.
• Coordinates and acts as a liaison with Human Resources vendors and campus partners to ensure proper functioning of office equipment; monitors and resolves routine issues.
• Develops, prepares, and/or composes correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal and external communications.
• Prepares reports, correspondence, presentation materials, spreadsheets, graphics, and other similar materials using Microsoft Office, and other applicable technology and information systems.
• Disseminates information to the campus community that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information.
• Supports projects and activities that may involve changing or non-routine circumstances.
• Creates, maintains, and updates electronic and paper records and recordkeeping systems, including data entry into Workday and electronic employee files.
• Participates in efforts to identify and implement process improvements in HR.
• Other duties as assigned.

Required Qualifications

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor's degree in Business, Human Resources, or a related field.
• Demonstrated experience supporting a fast-paced office.
• Demonstrated experience working with budgets, invoices, and procurement activities in support of a department.
• Higher education experience.
• Supervisory experience.

Pay

C5 Level. Minimum starting salary of $25.46/hour.

Benefits

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.