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. 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 record‑keeping, and efficient office operations while working under general supervision. Responsibilities 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 about HR procedures and direct inquiries to HR representatives as needed. Maintain a professional and welcoming front office environment. 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 the preparation of forms, letters, and routine HR documentation. Track office supply inventories and submit supply requests. Open, distribute, and send department mail. Assist HR staff with updates to job postings and recruitment records. Support I‑9 and onboarding documentation by collecting forms and routing them 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. 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. 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. 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. Perform other duties as assigned. Minimum Qualifications 2 years of 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 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. Physical Demands The position requires sitting, standing, walking, bending, and lifting up to 20 pounds occasionally. Clear verbal and written communication is essential, along with the ability to manage multiple priorities and meet deadlines. Location Onsite, standard office environment. Number of Vacancies 5 Open Date 05/22/2026 Open Until Filled No #J-18808-Ljbffr University of La Verne