Human Resources Administrative Assistant

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Human Resources Administrative Assistant

Job Details and Requirement:

BASIC FUNCTION:

The Human Resources Administrative Assistant serves as the initial point of contact for the Office of Human Resources at Claremont McKenna College. The Administrative Assistant assists the Office of Human Resources with administrative support and provides support in recruiting, training, record-keeping, and communication throughout the College. This position requires working with a variety of HR functions with full confidentiality and professionalism. This position reports to the Assistant Vice President of Human Resources.

The Administrative Assistant performs a broad range of administrative and clerical duties in the Office of Human Resources. Duties include, but are not limited to; accurate data entry in the HRIS system Workday, process and monitor tuition remission applications, maintain various records within Workday  and shared drive, prepare and send general correspondence, process invoices, order supplies, prepare special payment authorizations, process and monitor background checks, provide secondary support for ergonomic requests, scheduling ergonomic appointments, ordering ergonomic supplies, and collaborate with various departments across the College. 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

• Maintain and update faculty, staff, and temporary worker information in Workday, including contact information, building access, telephone directories, meal plans, hiring practices, performance reviews, and approving self-service changes.
• Process faculty, staff, and temporary worker terminations and initiate related tasks including scheduling exit interviews, compile exit interview packets, drafting transition letters, and coordinating final checks.
• Notify departments of new hires, rehires, and terminations.
• Maintain employee files and I-9 records
• Process expenses, invoices, and tuition remission applications.
• Prepare new hire packets and coordinate onboarding logistics with ITS, Facilities, and Connections for computer setup, access, and meal privileges.
• Prepare faculty transition and retirement letters.
• Manage the HR inbox and phone line; respond to inquiries or route as needed in a timely manner.
• Maintain Human Resources Department Calendar
• Draft and distribute communications regarding benefits, promotions, meetings, and announcements.
• Maintain accurate data records and disseminate various lists, spreadsheets, and reports including annual staff holiday, convocation, and service awards and recognitions, databases, and invitation lists.
• Support planning and management of HR events including ordering items and awards, drafting communications and graphics, coordinating with sponsors and vendors, and collaborating with various College departments.
• Oversee Rideshare Transportation Reduction incentive Program (TRiP) including preparing and distributing monthly Rideshare memo and form, processing Rideshare reimbursements, and serving as main point of contact for Rideshare program.
• Support staff salary letter processes.
• Monitor and reorder office supplies as needed.

 The successful candidate will have the following characteristics and abilities:

• Regular attendance.
• Take and follow directions.
• Effective communication skills
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Excellent customer service skills and display a positive attitude.
• Balance multiple tasks and priorities.

QUALIFICATION STANDARDS &am