Administrative Assistant II - Human Resources

Workweek 40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required. Position Summary Responsible for providing advanced administrative support to the Administrator, Department Chairs and faculty within the assigned College department and/or division. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the Division. Departmental Specific Summary The Administrative Assistant II, Human Resources, provides essential operational and administrative support to ensure the smooth functioning of HR processes and services. This role is responsible for maintaining accurate employee data within the Colleague HRIS system, including processing new hires, terminations, transfers, and updates to employee records such as name and address changes. The position also manages financial administrative tasks, including processing invoices and credit card billing. Serving as a key point of contact, the assistant greets visitors to the HR suite, supports I-9 employment eligibility verification, and coordinates logistics for meetings by scheduling, preparing agendas, and recording notes. Additional responsibilities include submitting work orders to Facilities and IT, ordering office supplies, responding to employment verification requests, and actively monitoring and responding to inquiries in the HR inbox. This role requires strong attention to detail, organization, and customer service skills to support a responsive and efficient HR function. Essential Job Functions And Responsibilities Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration Coordinate internal logistical arrangements for department-sponsored or college-sponsored events Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off-campus location and external agency assessments Develop and maintain a working familiarity with the College Strategic Plan and related activities Assist in data gathering, documentation, and preparation of various department procedures Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations Enter data and extract information from the College’s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes Maintain an up-to-date central filing system Perform general clerical duties – word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and maintain Outlook calendars Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and other College procedures Serve as office representative at College meetings, professional meetings, seminars and workshops as requested. May serve on college-wide committees as needed Develop and keep up-to-date procedure manuals for the various departments within the Division Provide daily direction and training for staff and student employees Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities, including providing administrative backup for other department administrative support services during breaks, lunches, emergencies, vacations or other unexpected absences Maintain currency in college processes and technologies Perform related administrative support duties specific to the assigned department and assigned by the Administrator Assume additional duties as assigned by immediate supervisor Required Qualifications Associate’s degree from a regionally accredited institution or equivalent, specialized training and/or coursework Three to five years related experience Desired Qualifications Bachelor’s degree from a regionally accredited institution Bilingual (Spanish/English) language skills Skills And Specifications Ability to manage calendars at the director or above level Ability to assess situations and bring them to Dean appropriately Strong customer service orientation Technological orientation, including the ability to learn new computer applications, including College ERP Ability to deal with complex and/or stressful situations with relative ease and a professional demeanor Thorough knowledge of modern office technology and procedures Interest and ability to continuously improve processes Ability to work independently with minimal supervision and take initiative to resolve or complete duties in a timely manner Ability to work and communicate effectively with a wide range of co-workers, applicants, students, community members and vendors Ability to maintain confidentiality, discretion and integrity Advanced written and oral communication skills Proven problem-solving skills Ability to work efficiently, effectively and accurately with a strong sense of timeliness Ability to work under pressure and handle change #J-18808-Ljbffr