HR Assistant

Pay Grade: 27N

Context of the Job: Under the general supervision of the Director, the HR Assistant provides first-line assistance to employees, applicants, and the public regarding general human resources administrative matters. This role involves providing intake services, answering basic questions, providing standard policy/procedural information, and performing routine problem resolution or referral on matters pertaining to the human resources organization. A strong emphasis is placed on providing customer service, resolving complaints, and interpreting information obtained from a variety of sources. The HR Assistant will also serve as a key point of contact for general HR inquiries, providing efficient and accurate responses to tier 1 and some tier 2 questions.

Major Responsibilities:

• Front Desk Reception:
• Greets visitors, answers phone, and directs inquiries to appropriate individuals and/or departments while maintaining a professional and welcoming front office environment.
• Gathers and sorts mail for HR functional areas.
• Coordinates and orders office supplies for Human Resource staff; maintains office supply database.
• Assists with onsite vendor appointments and IT solutions.
• Inquiry Management:
• Serves as a primary contact to respond to and triage human resources matters through phone, TDX and email.
• Reviews and responds to all general HR inquiries received through TDX.
• Addresses Tier 1 questions and resolves them promptly.
• Identifies and escalates Tier 2 inquiries that require additional expertise to appropriate HR personnel.
• Escalates Tier 3 inquiries that cannot be resolved at this level to senior HR staff.
• Onboarding Support:
• Schedules, coordinates, and manages new hire onboarding appointments.
• Coordinates NEO (new employee orientation) and schedules orientation sessions.
• Template Management:
• Updates and maintains response templates for common inquiries to improve efficiency and consistency in communication.
• Collaborates with HR team members to ensure templates are relevant and up-to-date.
• Employment Verification:
• Conducts employment verification requests from third parties, ensuring compliance with company policies and legal requirements.
• Maintains accurate records of all verification requests and responses.
• Unemployment Documentation:
• Handles front-end paperwork related to unemployment claims.
• Assists in gathering necessary documentation and information to support unemployment inquiries.
• Records Management:
• Manages records retention process ensuring compliance with university procedures.
• Promotes a culture of data accuracy and compliance.
• Participates in cross-functional projects aimed at improving data-related workflows and systems.
• Relationship Building:
• Builds and maintains strong relationships within HR as well as with colleagues in shared space.
• Miscellaneous:
• Performs miscellaneous job-related duties as assigned.

Qualifications:

• High school diploma or GED, Associates degree preferred, and three years of relevant experience.
• Proficient in Microsoft Office, Google Suite, and HR software.
• Strong problem-solving and interpersonal skills.
• Ability to work effectively in a team environment and communicate with a customer service focus with people at all levels and backgrounds.
• Excellent oral and written communication skills.
• Ability to maintain a high level of confidentiality.
• Exceptional attention to detail with a high degree of accuracy in work is critical.
• Ability to multi-task in a fast-paced environment.
• Self-starter who can set and change priorities as needed.
• Team-player who is willing to jump in wherever needed at a moment's notice.
• Ability to work independently with limited supervision.
• Ability to handle sensitive information with confidentiality.