Administrative Assistant for Human Resources

Job Description

Job Description

Position Title: Administrative Assistant for Human Resources

Job Summary

The HR Administrative Assistant serves as the first point of contact for the department and provides administrative support in the areas of employment, benefits, training, student employment, etc. Facilitates the completion of new hire paperwork for campus employment. Input new hire information into the Human Resources Information System (HRIS) as well as related pay rate changes, additional position assignments, terminations, and the like. Performs other duties for the Human Resources Department on an as-needed basis.

Essential Job Functions:

1. Greet and assist visitors to the Human Resources office, answer incoming phone calls and emails to the department, and triage to other team members as needed.
2. Greet and assist student workers and students seeking employment on campus in a positive and helpful manner, and assist with the completion of new hire paperwork.
3. Obtain position authorization form(s) from hiring supervisors prior to accepting new hire paperwork from student applicants.
4. Verify original documents that establish both identity and employment authorization, and sign off on Form I-9 as the College’s Authorized Representative.
5. Timely and accurate input of employee data into HRIS.
6. Timely and accurate input of pay rate changes, additional position assignments, and separation/termination from additional position assignments.
7. Work closely with Payroll Services on matters pertaining to student employment.
8. Complete third-party requests for verifications of employment.
9. Compile, scan, link, and maintain confidential information into electronic personnel files. Maintain paper files as appropriate.
10. Compile orientation packets for new employees.
11. Send weekly invitations and schedules for new hire training in coordination with other training departments such as Information Technology Services, Security, and Safety.
12. Follow up with employees to obtain required documentation for payroll, benefits, etc.
13. Sort and distribute department mail.

Education and Experience

High School Diploma or equivalent required. Prior experience in the Human Resources and/or Accounting fields is preferred. Prior experience in higher education is desirable, or a combination of education, training, or experience sufficient to demonstrate the ability to perform the job.

Other Skills

1. Maintain confidentiality in all information.
2. Possess excellent interpersonal and customer service skills in dealing with employees, supervisors, student workers, and applicants on the phone, in person, and via email.
3. Ability to understand and follow oral and written instructions and to effectively express ideas orally and in writing.
4. Possess good organizational skills.
5. Possess sound judgment and maturity.
6. Possess good computer skills and be able to use Microsoft Word, Excel, Adobe, and Outlook, as well as the ability to learn new programs and systems.
7. Must be self-directed and able to work with minimal supervision.

Personal Characteristics

The Human Resources Department interacts with College staff, students, retirees, job applicants, visitors, and guests. A clean and neat appearance and a pleasant relationship that is supportive of the College’s mission are essential. This relationship needs to be pleasant, supportive, and professional while maintaining confidentiality.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and the operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Required fields are indicated with an asterisk (*).

1. Resume
2. Cover Letter

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