Administrative Assistant - Human Resources

HR Administrative Assistant

The HR Administrative Assistant provides administrative and operational support to the Human Resources department. This position assists with employee records, HRIS data entry, onboarding documentation, personnel file maintenance, background check documentation, and general HR office support. The HR Administrative Assistant supports accurate and timely HR processes while helping protect sensitive employee information and maintain organized documentation. This position serves as a service-oriented point of support for employees, candidates, hiring managers, and internal HR team members. The Administrative Assistant will have access to confidential and sensitive employee information. The employee is expected to maintain confidentiality of personnel, medical, wage, disciplinary, personal, and employment-related information. This position is permanent, part-time (25 hours/week).

Position Responsibilities:

1. Maintains human resource records both paper and electronic files to protect sensitive employee information, assisting in regulatory compliance and reducing litigation risks.

• Maintain human resource records, including paper and electronic employee files.
• Upload personnel forms and employment documents into the HRIS system.
• Assist with maintaining accurate employee data in HR systems.
• Prepare new employee files, termination files, and other personnel documentation.
• Support documentation accuracy to help reduce compliance and litigation risk.
• File, scan, organize, and retrieve HR documents as needed.
• Ensure employee records are maintained in a confidential, organized, and secure manner.

2. Supports onboarding of new hires to ensure new hires receive a timely, organized, and welcoming Onboarding experience.

• Assist with new hire paperwork completion and tracking.
• Assist with maintaining 1-9 files.
• Support background check, drug screening, and reference check documentation processes.
• Assist with preparation for new employee orientation.
• Support communication with new hires regarding required documentation, orientation logistics, and onboarding steps.
• Assign mandatory new hire trainings.

3. Creates favorable and productive relationship with internal and external customers to support employee engagement.

• Participates in coordinating HR and organizational events.
• Work with other departments to ensure cross-functional support.
• Respond to routine HR questions and direct employees to appropriate HR resources.
• Provide respectful, timely, and service-oriented support to employees and candidates.
• Maintain professionalism when interacting with staff, faculty, students, applicants, and external vendors.

Requirements:

• High school diploma or equivalent required.
• Associate degree or coursework in Human Resources, Business Administration, Office Administration, or related field, preferred.
• One to two years of administrative, office, HR, payroll, records, or customer service experience preferred.
• Strong attention to detail and accuracy.
• Ability to follow procedures consistently.
• Ability to maintain confidential information with discretion.
• Strong organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to provide courteous and responsive service to employees and applicants.
• Basic proficiency with Microsoft Office, Google Workspace, or similar software.
• Ability to learn HRIS, applicant tracking, payroll, and document management systems.
• Ability to manage multiple tasks and follow established procedures.

Founded in 1833, Stephens College is the second-oldest women's college in the United States, dedicated to providing innovative, experiential, and career-focused education across various disciplines. Located in Columbia, Missouri, Stephens College continues to be a leader in women's education, fostering a community where students are empowered to lead, innovate, and excel. The college also provides flexible, co-educational master's degrees and certificates for working professionals, and is home to the co-educational Conservatory for the Performing Arts at Stephens College.

Ranked (over and over again) as one of the best college towns in America, Columbia, Missouri, is home to 36,000+ college students and 118,000 residents. Columbia conveniently located approximately 100 miles from both Kansas City and St. Louis has it all: big-time college sports, film, music and arts festivals, a high-energy arts community, amazing recreation, and a great downtown with lots of places to eat, shop, snack and check out the latest bands. The Columbia community offers outstanding health care options, as well as excellent educational opportunities for every level of student (including our own Children's School).

Stephens is an Equal Opportunity Employer and will recruit and employ qualified personnel without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or status as a veteran.