Human Resources Assistant

Responsible for providing administrative support to the Sr. Associate Vice President of Human Resources and assisting in a wide variety of human resources functions. Provide excellent customer service to internal and external constituencies. Provide the highest level of confidentiality with highly sensitive matters. Provide administrative support to the Sr. Associate Vice President of Human Resources such as scheduling meetings, maintaining appointment calendars, preparing agendas, and minutes. Answer multiple phone lines and triages calls, greet and direct visitors to appropriate areas or people, communicate clearly to answer routine Human Resource questions regarding policies, procedures, and benefits; and coordinate meetings using Outlook. (45%) Assist the Sr. Associate Vice President of Human Resources with the reconciliation and monitoring of the office budget, track expenses, process payment vouchers for select vendors and troubleshoot issues relating to departmental expenditures. Maintain inventories of office supplies and process office supplies requests. Keep office machines running, including stocking of printer, maintain storage cabinets, and assist with ensuring electronic files of employee personnel files. (15%) Provide support for new projects and initiatives, high level searches, data entry in systems, HR staff handbook, and other research and special projects. Assist with scanning and indexing of electronic files when necessary. (10%) Assist with logistics of events, ordering food/refreshments, providing directions, assist with reserving and scheduling meeting rooms, making handouts, event check‑in, and follow‑up evaluations at employee related events. Maintain the HR department vacation calendar. (10%) Provide general administrative support. Ensure completion of all HR, Employment in‑box inquiries and create template responses for consistency. Ensure complete intake of new employees, including preparation of benefits orientation packets, and assist with scheduling benefit orientation. Assist with the verification of I9 documents in the E‑Verify+ system. Assist the Manager of Employment & Engagement with special event projects and summer temporary hires (e.g., IT, Physical Plant). Serve as a backup for the Employment Coordinator for specified tasks. (15%) In conjunction with the Human Resource Clerk, develop the quarterly HR newsletter for review by the Sr. Associate Vice President, Manager of Employment & Engagement, and the Associate Director of HRIS & Compensation. (5%) Marginal Duties Sort, open, distribute and route individual or departmental incoming and prepare outgoing mail. Perform all other duties as may be required. Qualifications High School education or equivalent. Two to four years of office experience. Related experience or an equivalent combination of education and experience required. Customer service‑oriented with proficiency in MS Office, especially Word, Excel, Outlook, and PowerPoint. Excellent organizational and communication skills required. Ability to learn, communicate, and apply new systems and processes. Excellent attention to detail, time management, and the ability to multi‑task in a fast‑paced environment. Excellent follow‑through skills, highly organized, flexible, and attentive to deadlines and priorities. Ability to maintain confidentiality. Physical Demands Sitting in a normal seated position for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal range. Ability to move about. Disclaimer This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. #J-18808-Ljbffr