Administrative Assistant, Human Resources

Olivet Nazarene University Administrative Assistant

As a Christian university, Olivet Nazarene University exists to provide an education with a Christian purpose. We value diversity as a means to enrich and deepen the educational experience, both inside and outside the classroom and online. We are committed to recruit and retain mission-aligned faculty and staff from diverse backgrounds. We strive to be a more inclusive community as we seek to understand and celebrate our unique experiences and perspectives. This position reports to the Director of Human Resources and provides administrative and communication support to the Human Resources Office and CFO Office as needed. The role helps manage the day-to-day functions of the office, supports employee and university processes, coordinates communications and projects, and oversees a wide range of administrative responsibilities with professionalism and confidentiality.

Essential Duties and Responsibilities

1. Function as the receptionist for the Office of Human Resources.
2. Answer the main phone line for Human Resources; screen calls for the director.
3. Maintain HR email, and the portal page on My.Olivet.
4. Order and maintain office, kitchen, and hospitality supplies, including office materials, beverages, and coffee supplies for staff and guests.
5. Separate and distribute mail for Human Resources, open mail on behalf of the director.
6. Keep the director's calendar current, schedule appointments, and meetings.
7. Prepare and coordinate presentations, reports, and supporting materials for the director.
8. Assist with communication and coordination related to oversight of the Graduate Assistant (GA) process.
9. Process and maintain Ramp credit card receipt and expense input for Director of HR and CFO.
10. Process requisitions for reimbursements, bill payments, and cash advances.
11. Respond to verifications of employment and prepare FMLA forms for employees.
12. Respond to and manage record of unemployment claims.
13. Prepare exit interviews and new hire orientation materials for the director.
14. Coordinate event planning and set up for Human Resources and University events.
15. Assist the HR office with document imaging, along with data entry into Colleague for any changes.
16. Coordinate and distribute employee birthday cards and prayer requests.
17. Support Best Christian Workplace (BCW) initiatives by preparing lists, conducting initial outreach, updating team lists, preparing survey report, and scheduling meetings on behalf of director.
18. Assist director in supporting and monitoring online employee trainings.

Knowledge, Skills and Abilities Required

1. A lifestyle in agreement with the ONU Statement of Mission, Faith, and Lifestyle Covenant.
2. Highest level of confidentiality.
3. A work history of professional commitment to excellent customer service.
4. Knowledge of computers to effectively enter data and generate reports.
5. Speak and write effectively to be able to work with administration, employees, and outside entities in order to convey a professional and helpful image.
6. Professional telephone skills.
7. Attention to detail and organizational skills.
8. The ability to function under pressure, remain calm and helpful, use interpersonal skills to deal with conflicts and the unexpected.
9. Ability to think on your feet and find a response or solution quickly.
10. Able to prioritize work and be flexible.

Additional Information

EDUCATION 3-5 years experience as an administrative assistant or a bachelor's degree preferred. WORK ENVIRONMENT 12-month position, 40 hours per week. Standard office environment, no major sources of discomfort. Office located in the Miller Business Center on the campus of Olivet in Bourbonnais, Illinois. SUPPLEMENTAL INFORMATION The salary for this position is $17.00 per hour. Additional considerations will be made for relevant experience and educational background. Only candidates who submit all required documents will be considered: resume, cover letter, statement of faith, application questions. Applications will be accepted until position is filled.