Human Resources Assistant

Department

Library Administration - Human Resources

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.

As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!

Job Summary

Reporting to the Director of Library Human Resources, the HR Assistant is responsible for supporting the day-to-day operational needs of the Library Human Resources team. This includes working closely with the HR team, Library Finance team, and hiring managers, supporting the student hiring process, onboarding and offboarding activities, payroll allocations, and maintaining accurate employee records in accordance with department practices, University policies, and federal/state laws.

The HR Assistant will be a highly motivated individual excited to provide administrative support to the HR team of four. This role requires high attention to detail, the ability to communicate in a timely and clear manner, a curiosity to learn and research solutions, and the ability to efficiently prioritize and manage concurrent tasks.

A hybrid schedule, after 60 days of employment, is available.

Responsibilities

• Provides HR support to the Library Human Resources team, acting as an initial point of contact for all employees and serving as a general resource. 
• Supports all student employment for the Library, including onboarding, general inquiries, new hire orientation, maintenance and review of job descriptions, and the quarterly rehire process per the Collective Bargaining Agreement (CBA). Partners with the Library HR Generalist to ensure compliance with CBA and University policies.
• Monitors and responds to all inquiries received through the Department’s general email inbox promptly and professionally. 
• Supports the planning and coordination of staff events, including team-building activities, recognition events, professional development workshops, and social gatherings.
• Assists in Workday payroll allocations and updates and Library HR GEMS reconciliation.
• Creates and maintains Library HR materials and intranet site, auditing materials quarterly.
• Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Maintains appropriate human resources data and records.
• May help counsel employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate to high level of guidance.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• One year experience in human resources.
• Background in a university, clinical, or a not-for-profit organization.

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Technical Skills or Knowledge:

• Learn and use a range of position-related computer applications.
• Intermediate working knowledge of Microsoft Office.

Preferred Competencies

• Demonstrated ability to handle confidential matters with discretion.
• Manage interpersonal relationships and interact with faculty, students, and others with clarity, tact, and courtesy.
• Demonstrated excellent verbal and written communication skills.
• Excellent customer service skills.
• Demonstrated ability to exercise sound judgment.
• Strong, sustained attent