Administrative Assistant I

Job Summary The Administrative Assistant I will provide essential front desk, receptionist, and administrative support services to the Office of Human Resources (HR) and the Office of Diversity and Equal Employment Opportunity (EEO). This position serves as the first point of contact for employees, students, applicants, and visitors who interact with both offices, and plays a critical role in projecting a professional, welcoming, and service‑oriented environment on behalf of the University. Approximately 80% of the time is dedicated to supporting HR and 20% to supporting EEO. Given the sensitive nature of the work, this role requires a high degree of professionalism, discretion, and the ability to maintain strict confidentiality at all times. This is a non‑exempt position subject to overtime provisions of the Fair Labor Standards Act (FLSA). Job Duties Front Desk & Receptionist Services (Primary — Both Offices) Staffs the front desk and serves as the primary point of contact for all visitors, employees, students, applicants, and vendors who arrive in person to the Office of Human Resources or the Office of Diversity and Equal Employment Opportunity. Answers, screens, and triages all incoming telephone calls to both offices; directs calls to the appropriate staff member or department and takes accurate messages as needed. Job Specification | Administrative Assistant I Greets all visitors in a professional, courteous, and welcoming manner; determines the nature of their visit and connects them with the appropriate staff member or resource in a timely fashion. Receives, opens, sorts, date‑stamps, and distributes incoming mail and deliveries for both offices; prepares outgoing mail and coordinates courier and delivery services as needed. Monitors and maintains the reception area and shared office spaces to ensure a neat, organized, and professional appearance at all times. Manages visitor sign‑in procedures and notifies appropriate staff of arrivals; exercises sound judgment in managing access to sensitive office areas. Administrative Support — Office of Diversity & Equal Employment Opportunity Provides general administrative and clerical support to the Office of Diversity and EEO leadership and staff, including preparation of correspondence, reports, and standard forms. Assists with scheduling meetings, hearings, and other engagements for EEO staff; coordinates room reservations and prepares materials as directed. Receives and routes inquiries related to equal employment opportunity, Title IX, ADA accommodations, and related matters to the appropriate EEO staff member; maintains strict confidentiality in all interactions. Assists with maintenance of EEO case files, logs, and records in compliance with applicable legal requirements and institutional policy; exercises rigorous confidentiality in the handling of all EEO‑related documentation. Supports the coordination of diversity and equal opportunity programs, events, and training activities as directed. Assists with preparation of EEO‑related reports and data compilations under the supervision of EEO staff. Administrative Support — Office of Human Resources Provides general administrative and clerical support to HR leadership and staff, including preparation of correspondence, memoranda, forms, and reports. Assists with scheduling, coordinating, and calendaring meetings, interviews, orientations, and other HR‑related events; prepares meeting materials and room arrangements as directed. Supports new employee onboarding activities, including preparation of orientation materials, coordination of pre‑employment documentation, and assistance with onboarding logistics. Assists with maintenance of HR files and records in compliance with applicable records retention policies and confidentiality requirements; supports transition to and maintenance of electronic recordkeeping systems. Processes routine HR forms, employment verifications, and similar standard requests under the direction of HR staff. Assists with posting and tracking of job announcements and applicant communications as directed. Orders and maintains office supplies and coordinates routine office equipment maintenance for the HR office. Provides support for HR events, employee recognition activities, and departmental communications as assigned. General Administrative Duties Maintains a working knowledge of University policies, procedures, and resources relevant to HR and EEO functions in order to provide accurate information and referrals to internal and external inquiries. Operates standard office equipment including multifunction printers, telephone systems, and computer workstations; utilizes institutional software systems as required. Maintains confidentiality of all personnel, EEO, and institutional records and communications at all times; understands and adheres to applicable privacy laws and University data governance policies. Performs other related duties as assigned in support of the Office of Human Resources and the Office of Diversity and Equal Employment Opportunity. Education Requested Minimum Qualifications: A High School Diploma or GED is required. Experience At least two years of office experience providing secretarial/administrative support is required. Other Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year‑for‑year basis with 30 college credits being equivalent to one year of experience. Preferences for Consideration Experience in a human resources, equal employment opportunity, legal, or similarly sensitive office environment. Familiarity with human resources concepts, terminology, and standard HR processes including onboarding, recruitment, and employee records management. Working knowledge of equal employment opportunity principles, Title VII, Title IX, ADA, or related federal and state employment laws and regulations. Experience in a higher education or public sector institutional environment. Experience with an HRIS platform such as Workday, Banner, PeopleSoft, or equivalent. Bilingual or multilingual proficiency is a plus. Knowledge, Skills & Abilities Professional, welcoming, and service‑oriented demeanor with the ability to serve as an effective and positive representative of both the Office of Human Resources and the Office of Diversity and Equal Employment Opportunity. Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive personnel, EEO, or institutional information. Strong interpersonal skills with the ability to interact effectively with individuals from diverse backgrounds, including faculty, staff, students, applicants, vendors, and members of the public. Ability to manage a multi‑line telephone system and triage incoming calls efficiently and professionally. Solid organizational and time‑management skills; ability to prioritize tasks, manage competing demands, and meet deadlines in a high‑volume front desk environment. Attentiveness to detail in data entry, document preparation, file maintenance, and correspondence. Ability to work both independently and collaboratively in support of two distinct but complementary offices. Willingness to learn and adapt to new systems, procedures, and institutional requirements as they evolve. Commitment to the University’s values of diversity, equity, inclusion, and equal opportunity in all aspects of the work. #J-18808-Ljbffr