Administrative Assistant

Human Resources Administrative Specialist

The Human Resources Administrative Specialist is an important part of the team, providing friendly, welcoming support to employees, applicants, visitors, and colleagues across Human Resources, Payroll Services, and the Finance & Administration Division. As the primary receptionist, this position serves as a helpful first point of contact and plays a key role in creating a positive experience for those interacting with the University. The position also supports essential HR processes, including employee I-9 verification, employee status changes, and other administrative activities that help keep HR operations running smoothly.

Duties & Responsibilities:

• Serve as a welcoming first point of contact for Human Resources, Payroll Services, and the Finance & Administration Division by answering phones, greeting and directing visitors, and responding to routine questions regarding University policies and procedures.
• Assist employees, applicants, and visitors with employment application questions, including password resets and general application guidance.
• Coordinate with internal and external constituents to schedule conference rooms and meetings.
• Complete Section 2 of Form I-9 for new employees and route documentation to the appropriate onboarding specialist.
• Coordinate the employee name change process.
• Process employment verification requests and maintain accurate records and logs.
• Assign and review employee exit interviews.
• Manage monthly office supply orders and Coca-Cola orders.
• Serve as the building liaison by coordinating maintenance requests, communicating building announcements, and assisting with other building-related needs.
• Process and maintain records of Conflict of Interest Forms.
• Process Tuition Discount and Dependent Housing Discount forms.
• Help oversee, train, and support student workers who assist with front-desk operations.
• Check the P.O. Box and distribute mail daily, including maintaining the check log when payments are received.
• Distribute paper checks to employees on designated paydays.
• Provide general administrative support to the department, including calendar management, processing key request forms, coordinating copier maintenance, and other duties as assigned.

Knowledge/Skills/Abilities:

Knowledge of general office practices, procedures, and equipment. Knowledge of basic Human Resources processes and confidentiality standards. Skill in providing excellent customer service and communicating effectively in person, by phone, and in writing. Ability to organize and prioritize multiple tasks while maintaining attention to detail. Ability to work collaboratively with employees, students, and the public in a professional manner.

General Days/Hours:

Monday - Friday 8:00 a.m. - 5:00 p.m. Additional hours as requested and/or needed Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date

Minimum Qualifications:

High school diploma or equivalent plus one (1) year of experience in an office, administrative, or customer service setting.