Department Assistant, Human Resources
Position Title
Department Assistant, Human Resources
Position Type
Classification
Pay Grade 12
Department
Human Resources
Division
Discipline
Work Schedule
Reporting to the Chief Human Resources Officer, this full-time regular support staff role works year-round Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional extended hours as needed by the department or College.
Position Summary
This dynamic support role plays a pivotal part in ensuring seamless operations within the department. The ideal candidate will provide essential support to management, handling a variety of administrative tasks with efficiency and professionalism. Responsibilities include welcoming visitors, managing telephone communications, responding to inquiries, and preparing crucial documents and reports. Additionally, this role supports the document retention process, ensuring organization and compliance. Collaborating with the staffing team, the candidate will assist in hiring processes, contributing to the department's growth and success. The role will also assist the benefits team to support departmental functions and strategic initiatives.
Physical Demands
The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (8 - 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.
Minimum Qualifications
• Some post-secondary education AND one (1) year of relevant experience OR two or more (2+) years relevant experience. At the time of application, attach unofficial transcripts showing successfully completed coursework, if applicable.
• Intermediate proficiency of Microsoft Office, especially Word, Excel, Outlook, and Teams.
• Ability to maintain confidential information.
• Effective written and verbal communication skills.
Proposed Salary
According to the published support staff salary schedule, Classification Pay Grade 12, 2024-2025 hourly wage range, step one $18.09 to step six $23.92. Internal applicants may refer to Article 22, Section 5C.
To apply, visit https://apptrkr.com/6263131
Projected Hire Date
External Posting Date
05/28/2025
External Closing Date
06/16/2025
External Closing Time
9:00 a.m. EST
Internal Posting Date
05/15/2025
Internal Closing Date
05/28/2025
Job Duties
Essential Function: Data Compilation and Forms Processing
Description:
• Analyze and compile data and prepares reports related to departmental operations.
• Analyze information from forms, internal and external vendor reports and employee information data base to aid in decision making purposes for employment processing and reporting.
• Distribute monthly support staff seniority and temporary staffing list.
• Track and ensure timely receipt of documents and forms, such as, but not limited to:
• Performance evaluations
• Load sheets
• Non-Faculty Authorization to Instruct forms
Essential Function: Human Resources Interface and Support
Description:
• Answer and direct departmental phone calls.
• Communicate information, direction and processes to employees for HR-related issues.
• Provide reception and administrative support to department management and staff, including special projects with specified deadlines.
• Collect and distribute office mail daily as appropriate.
• Prepare HR office supply purchasing and billing.
• Maintain website credentials listing.
• Prepare and disseminate HR-related documents at the direction of department leadership.
Essential Function: Student Employment Processing
Description:
• Conduct student employee orientations, in-person and virtually.
• Process background checks.
• Update and maintain student employment handbook on annual basis in collaboration with HR and Career Services.
Essential Function: Document Processing and Retention
Description:
• Scan physical files into electronic filing systems.
• Maintain timing of recurrent processes related to document retention policy and procedures as set by the Chief Human Resources Officer.
Essential Function: Staffing Assistance
Description:
• Facilitate interview scheduling, connecting with applicants, HR staffing team, and search committees.
• Facilitate applicant testing sessions.
• Assist with in-person interview day logistics.
• Track incoming transcripts/credentials and follow up as needed.
• Process adjunct employment documents.
Essential Function: Benefits Support
Description:
• Perform data-entry tasks for the College's wellbeing programs, including, but not limited to: tracking and processing wellness incentive and medical screening forms.
• Assist with benefit event logistics.
• Maintain department processes and supporting process documentation, including forms and other electronic methods.
• Maintain scanned employee benefit documentation and medical files in electronic filing system.
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