Administrative Assistant, Office of Human Resources

Administrative Assistant, Office of Human Resources

The University of La Verne is unable to provide sponsorship for work visas at this time. Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Functional Title - Administrative Assistant, Office of Human Resources

Position Type - Classified

Appointment Type - Regular

FTE % - 100%

Work Schedule (if atypical) - This is an onsite position.

University Overview - Embark on an exciting journey with the University of La Verne, where your career aspirations come to life in a vibrant and welcoming environment. Established in 1891, our diverse and inclusive community is more than just a universityit's a home for passionate individuals like you. At the University of La Verne, we embody four core values that set us apartEthical Reasoning, Diversity and Inclusivity, Lifelong Learning, and Civic and Community Engagement. If you're fueled by these principles and are eager to make a meaningful impact, your journey begins here. With a rich history spanning 132 years, the University of La Verne boasts a global Leo Family of 89,000+ accomplished alumni. As the #1 private university in California for social mobility according to U.S. News and World Report 2024, and recently recognized as the 33rd Best U.S. College by the Wall Street Journal 2024, we take pride in our commitment to excellence in education. Join us in shaping the future, where your passion meets purpose. Come be part of something extraordinary and apply today!

Diversity Statement - The University supports a diverse and inclusive environment where students recognize and benefit from the life experiences and viewpoints of other students, faculty, and staff. Diversity is an active and intentional practice that supports difference and multiplicity to expand knowledge, educate capable citizens, develop the whole person, and serve our local and global communities. Promoting and sustaining diversity is a commitment to educational quality and the creation of positive, respectful learning communities.

Job Description Summary - The Administrative Assistant provides clerical, reception, and administrative support to the Office of Human Resources. This position serves as the first point of contact for visitors and inquiries, supports routine HR processes, and assists HR leadership and staff with daily administrative tasks. The role focuses on customer service, accurate recordkeeping, and efficient office operations while working under general supervision.

Minimum Qualifications - High School Diploma, GED, or equivalent 2 years administrative or clerical experience. Proficiency in Microsoft Office (Word, Excel, Outlook). Strong customer service and interpersonal skills. Ability to handle sensitive information with discretion.

Preferred Qualifications - Experience in an HR or higher-education environment. Experience with data entry in HR or administrative systems (e.g., Banner, PeopleAdmin, ADP).

Benefits Summary - Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation. Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University's 403B retirement plan, and a generous time off plan. Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location - La Verne Main Campus

Physical Demands Summary - The physical demands include the ability to sit, stand, walk, bend, and lift up to 20 pounds occasionally. Clear verbal and written communication is essential, as the position involves frequent interaction with colleagues, clients, or external partners. The noise level is generally low to moderate. The position may occasionally involve meeting deadlines or managing multiple priorities, which can require sustained focus and mental stamina.

Do the essential functions of this job require lifting? - Yes

If yes, list maximum weight and duration - Up to 20Lbs.

Describe work environment - This position is based in a standard office environment and primarily involves sedentary work. Employees are expected to spend extended periods of time working at a desk, using a computer, and engaging in routine office tasks such as emailing and phones.

Duties

Specific Duties - Front Desk & Customer Service Serve as the first point of contact for walk in visitors, phone calls, and general HR inquiries. Receive and route emails from the HR shared inbox to appropriate staff. Provide basic information regarding HR procedures and direct inquiries to HR representatives as needed. Maintain a professional and welcoming front office environment.

Percentage Of Time - 25%

Specific Duties - Administrative & Clerical Support Perform routine clerical duties including data entry, filing, scanning, copying, correspondence, and record retention. Maintain personnel files and archives in HR systems and physical files, following established procedures. Assist with preparation of forms, letters, and routine HR documentation. Track office supply inventories and submit supply requests. Open, distribute, and send department mail.

Percentage Of Time - 25%

Specific Duties - HR Process Support Assist HR staff with updates to job postings and recruitment records. Support I 9 and onboarding documentation by collecting forms and routing for review. Assist with employee exit processing by preparing paperwork, updating records as instructed, and coordinating notifications. Update employee demographic information in HR systems as changes are received.

Percentage Of Time - 20%

Specific Duties - Employment Verification & Records Support Process employment verification requests through third party vendors following established procedures. Serve as an administrative point of contact for subpoena requests by routing documentation to appropriate HR leadership.

Percentage Of Time - 15%

Specific Duties - Budget & Purchasing Assistance Prepare and submit purchase requisitions, check requests, reimbursement forms, and billing documentation as directed. Assist with courtesy fund orders and related tracking. Maintain organized records of budget and purchasing transactions for HR review.

Percentage Of Time - 5%

Specific Duties - Scheduling & Office Coordination Schedule meetings and appointments for HR leadership and staff. Maintain shared calendars and assist with HR training room reservations. Coordinate basic logistics for meetings and HR activities.

Percentage Of Time - 5%

Salary Range

Minimum: - $19.81

Maximum: - $23.70

Posting Detail Information

Posting Number - 2024-251190SA

Open Date - 05/22/2026

Close Date - 06/30/2026

Open Until Filled - No

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume

Optional Documents

1. Cover Letter