Executive Assistant, Human Resources

Executive Assistant, Human Resources

Wayne State University is searching for an experiencedExecutive Assistant, Human Resourcesat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose

Reports to and provides executive-level assistance to the Associate Vice President and Chief Human Resources Officer. Support the productivity and effectiveness of the executive and their team leaders. Supports the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring high degree of integrity, confidentiality, trust, judgment, discretion, timeliness, and accuracy. The team leaders consist of the directors who manage teams within HR Client Services, Total Rewards, HR Analytics and Reporting, Payroll, Organization and Employee Development, and Employee and Labor Relations. Proactively anticipates the needs and helps support improvements to build capacity for the team. Oversees various HR activities and projects and ensures that the day-to-day assigned operations are running both smoothly and efficiently. Provides periodic reporting on the fiscal management of HR activities.

Essential Functions

Oversees and executes fiscal and administrative management tasks related to preparing and managing purchase requisitions and purchase orders, internal requisition billings, special payment authorizations, reviewing and paying vendor invoices timely and accurately, resolving billing disputes, ordering supplies, procurement card usage, travel management, accounting and reporting, and consolidated budget versus actual analysis for the HR division. Perform these tasks using the University’s administrative systems (i.e., Banner, WayneBuy, Concur, Appworx, CS Gold/OneCard, Cognos and Procard Transaction Management System). Maintains budget reports and provides regular reporting on the status of purchase orders, supply purchases, and tracks vendor payments using Excel or other systems (i.e., Contract management, Banner, Cognos). Serve as the primary liaison for facility and IT needs for the HR department coordinating resolutions and ensuring operational continuity.

Leads and coordinates special projects as assigned. Develops and implements project plans, timelines and communications strategies ensuring alignment to HR priorities and successful and timely delivery. Serves on HR committees and programs as needed (i.e., University Employee Recognition program, quarterly department meetings, HR training programs, and annual HR retreat) contributing to planning, coordination, and implementation.

Manages a highly complex and dynamic executive calendar, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Coordinate and organize meetings and other events, including large and off-campus events. Maintain meeting minutes for all HR Leadership Team (HRLT) and other meetings involving the AVP/CHRO. Maintain a log of follow up activities and provide a weekly status report of such to the AVP. Coordinate all logistical aspects of meetings and events to ensure that all meetings and other events have appropriate agendas, meeting materials locations, supplies, audio-visual equipment, participants, and other needs met well in advance of such meetings. Order supplies as needed for events, meetings, day-to-day work for all HR staff. Prepare itineraries, agenda packets and travel arrangements for the AVP and other HR leaders as needed. Create and maintain travel folders from start to finish of event. Support the AVP in management of HR contracts and coordinates the request for proposal (RFP) process.

Prepare and monitor the status and progress of various performance metrics and key deliverables established by the AVP to include, but not limited to, incoming requests for problem resolution, requests for HR data, departmental and/or team projects, timelines, staffing levels, cycle times, and other reporting as needed. Track and help drive accountability for completion of key deliverables and follow up on outstanding items. Develop and deliver executive-level reports, dashboards and presentations for the AVP and team leaders on a regular basis using Microsoft tools (i.e., Word, Excel, Power Point).

Prioritize and independently respond to inquiries with a high degree of professionalism, confidentiality, discretion, and independent judgment in a timely manner. Provide guidance and assistance to department leadership, directors, managers and staff on behalf of the AVP as necessary. Prepares and edits executive communications to include memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information with prudence and discretion. Manage physical and electronic reference system to provide historical accuracy and to promote collaboration with the HRLT and their team. Manage correspondence and communication (verbal, written, and e-mail), taking appropriate action when possible; clarify and organize required action on behalf of the CHRO. Coordinates the preparation and delivery of materials to executives and Board of Governors.

Coordinates all other needs for HR including processing web time-entry (WTE), building and HR suite access, and managing the flow of information in support of remote personnel. Prepares and maintains HR departmental lists related to staff emergency contact information, computing and other university equipment, office/desk keys. Serves as a back-up for the building coordinator when needed. Supervises student interns in the execution of HR projects and tasks.

Manages the day-to-day office functions including coordinating personnel actions and developing policies, procedures and business office processes to improve overall operational performance. Identify and recommend resolution of operational issues. Serve as liaison with internal and external contacts and represent the department as directed. Oversee and manage space planning and allocation. Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Screen/triage telephone calls and visitors of the AVP as needed.

Other duties as assigned.

WORK CONTEXT

Job Reports to: Vice President/AVP/Dean.

Leadership Accountability: Implements operating plans.

Financial Accountability: Monitors expenditures.

Customer Accountability: Interfaces with officials and executives.

Freedom to Act: Subject to regular review by supervisor.

Qualifications:

MINIMUM QUALIFICATIONS

Education

Bachelor's degree.

Bachelor’s degree in business administration or a related discipline, or an equivalent combination of education and experience.

Experience

Specialist (minimum 5 years of job-related experience).

Minimum 5 years job related experience, including demonstrated ability to provide administrative support at the executive level and experience in program coordination or office management roles. Prior experience in higher education preferred.

Knowledge, Skills and Abilities

Strong interpersonal skills and proven ability to build collaborative relationships.

Strong ethical values with exemplary level of integrity and confidentiality.

Strong written and verbal communication skills.

Strong ability to exercise initiative, diplomacy, discretion and confidentiality with a high degree of trust and a positive, service-oriented attitude.

Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines.

Strong ability to think proactively and prioritize work.

Strong ability to exercise judgment with incomplete information.

Excellent computer skill proficiency and demonstrated ability to advance technical skills.

Extensive proficiency with Microsoft Office Suite, Word, Excel (including charts and graphs), and Power Point. Ability to create presentations with Power Point or equivalent software.

Strong presentation skills are preferred. Comfort with and ability to adapt in a changing technical environment.

School/College/Division:

H49 - Human Resources

Primary department:

H4901 - HR Client Services

Employment type:

• Regular Employee

• Job type: Full Time

• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary

• Salary minimum: $65,000

• Salary hire maximum: $80,000

Working conditions:

Flexibility to work evenings and weekends as needed.

Job openings:

• Number of openings: 1

• Reposted position: No

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

The university welcomes applications from persons with disabilities and veterans. Wayne State is an equal opportunity employer.