Administrative Assistant- Human Resources

Title: Administrative Assistant- Human Resources

Position Purpose:

The Administrative Assistant (AA) provides administrative support to and assists with the daily activities of the Bates Human Resources department. Working in collaboration with the Director of Employee Experience and the Director of HR Operations, this position requires a reliable professional who is customer service focused and driven to provide exemplary administrative results.

The successful candidate will have positive energy, excellent organizational skills and the ability to prioritize multiple tasks in an efficient and courteous manner. As the first point of contact for many
individuals seeking access to Human Resources, the AA will provide prompt and accurate responses while delivering exceptional customer service and upholding confidentiality at all times. The AA must be flexible, committed to teamwork and innovation, and relate well with staff, faculty, students, and visitors.

Job Duties:

Employee Experience

• Greets and directs visitors, assists with appropriate paperwork, and resolves routine issues
  related to Human Resource office functions.
• Responds to telephone inquiries; handling or directing calls to the appropriate area.
• Supports the Talent Acquisition Specialist with preparing position descriptions, sourcing candidates, and the offer letter process for new hires.
• Assists applicants with the application process as needed.
• With team, assists in the organization of HR events including Day One Onboarding, New Employee Orientation, Employee Enrichment Week, open enrollment, and other department
  initiatives.
• Supports the Employee Experience team in campus communications to include the HR department newsletter.
• Provides Human Resource office assistance, support and information to students, faculty, and staff.

HRIS/Systems

• Provides support to the HR Coordinator in gathering and entering employee information for new hires, terminations, and changes into the appropriate systems.
• Generates and/or reviews various HR system reports (i.e. stipends, EAD, upcoming terminations) and follows up with appropriate actions.
• Manages building and email access for unpaid individuals.
• Assists with the management and maintenance of departmental website, flyers, materials, documents, and reports.
• Provides administrative support for the Learning Management System.
• Completes I-9 forms for new faculty and staff.
• Indexes employee and other pertinent records.

HR Department

• Disperses interoffice mail.
• Manages office supplies and ordering for the department.
• Manages various department calendars and scheduling of team events.
• Assures that equity and inclusion are central to their work and the delivery of services to faculty, staff and students.
• Maintains confidentiality and safeguards employee records at all times.
• Other duties and responsibilities as assigned or needed.

Minimum Qualifications:

Education

• High School graduate or GED equivalent required.
• Associates or Bachelor’s degree in HR, business, organizational development, or other closely related field preferred.

Experience

• 4+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment (Equivalent combination of
  education and experience will be considered).
• Experience working within a complex office environment with frequency shifting tasks and priorities, often navigating interruptions.
• Experience with publishing software and web publishing tools such as WordPress platforms desirable.
• Experience working with multiple constituencies in sometimes difficult and stressful situations.
• Experience that demonstrates the highest personal levels of uncompromising integrity, honesty and discretion.
• Must possess a record of service that demonstrates concern for the wellbeing of others.

Skills and Knowledge

• Excellent communication (written, verbal and presentation) skills.
• Strong data entry skills (speed and accuracy).
• Ability to problem solve and think strategically.
• Ability to work independently and handle multiple priorities with minimal supervision.
• Impeccable organizational (time, task, project management) skills.
• Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude.
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