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Description

BASIC PURPOSE: Provides administrative support to the Director of Human Resources and to the Office of Human Resources to support effective and efficient operations to the department in support of the mission of the University.

ACCOUNTABILITIES:

1. Provides administrative support to the Director to deliver high-quality, confidential services to employees. This includes managing the department calendar, preparing correspondence, processing and distributing mail, and coordinating various meetings and employee events. The assistant also prepares and maintains departmental files, forms, purges files as needed to be shredded or archived.
2. Coordinates the electronic onboarding process for all new hires, ensuring that all necessary forms, documents and background check are completed. Prepares personnel files and updates as needed.
3. Completes Form I-9, verifies I-9 documentation and maintains I-9 files.
4. Assists with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks, as back up to Payroll Administrator.
5. Provides receptionist services for the department, including greeting visitors and callers in a pleasant and helpful manner, ascertaining their needs, providing assistance and answering inquiries directly or referring to others as appropriate.
6. Processes invoices for payment of departmental bills, obtains approvals as needed.
7. Assists the Director in recruitment efforts for staff, administrative, and faculty positions. This includes posting open positions, coordinating with search committees, and processing expense reimbursements. Coordinates travel and hotel accommodations for full time faculty candidates who require such services. Sends appropriate correspondence to candidates not chosen for interview or hire.
8. Processes all adjunct faculty new hires, entering employees into HR database, training database and assigns required training. Sends out adjunct new hire notices to other departments on campus.
9. Maintains adequate levels of office supplies, departmental forms, and policy documents to assure their availability at all times.
10. Completes written and verbal employment verifications for current and former employees.
11. Maintains the integrity and confidentiality of employee information, human resources files and records.
12. Maintains accurate and up-to-date human resource files, records, and documentation.
13. Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
14. Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
15. Conducts or assists with new hire orientation.
16. Reconciles benefits statements.
17. May assist with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
18. Serves as a Campus Security Authority for Clery reporting purposes and a Responsible Employee for Title IX reporting purposes.
19. Performs other duties as assigned.

QUALIFICATIONS:

• Must be willing to contribute actively to the mission of the University as well as show respect for the Catholic and Assumptionist identity of Assumption University.
• Bachelors Degree 3-5 year's previous experience in an office environment.
• Excellent oral and written communication skills.
• Ability to work independently and as a team.
• Expertise in using Word, Excel and Outlook.
• Ability to work with confidential information.
• Strong organizational skills and attention to detail.
• Experience with HR/HCM systems and UKG a plus.

SCOPE:

• Interacts on a daily basis with all members of the University community, including faculty, staff, students, administrators, job applicants and the public. Also interacts with Vice President and Office of the President.

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, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS: The mental demands described 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. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

Qualifications

Education

Required

Bachelors or better.

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