Administrative Assistant - Office of Human Resources

Administrative Assistant - Office of Human Resources

Administrative Assistant - Office of HumanResources

Salary: Commensurate with experience
Benefits: Generousbenefits include paid time off including holidays and vacation, retirementmatch, and tuition remission for employee and dependents. Details at
Location: Office of Human Resources
Position Status: Full-time (35 hours perweek)
Hours: Generally Monday throughFriday 8:30am -4:30 p.m.(may vary at times)
Position Number:
FLSA Status: Non-exempt

POSITIONSUMMARY:

This is moderatelydifficult and varied clerical work in a fast-paced, service-oriented andhigh-volume office. Work is performedunder the general direction of the Director of Employment and Recruiting andreviewed in conference and by observation of results obtained. Hours and days of work may vary, butgenerally will be Monday-Friday 8:30 a.m. - 4:30 p.m. Scheduling flexibility is expected duringcertain times of the year, i.e. upstart of the academic year.

DUTIES AND RESPONSIBILITIES:

(This list is neither absolute nor restrictive, but indicatesapproximate duties and responsibilities which may be redefined pursuant tooperational needs.)

Providesclerical support to the recruiting staff.

Greets anddirects employees, students, and other individuals who contact the office inperson, by phone, or via email; supplies routine information on departmentalprocedures or directs visitors to the appropriate person.

Coordinatesappointments and assists employees with new hire tax paperwork and otheremployment related forms; provides guidance to and answers questions from newhires on use of Cornerstone Onboarding system.

Assists jobapplicants with inquires related to resume submission via Cornerstone applicanttracking system and general employment process.

Uponguidance from recruiters, updates applicant and requisition records inapplicant tracking system.

Providesback up assistance to the HR Recruiting Assistant for student employmentonboarding.

Routinelyposts positions in Cornerstone and/or Interfolio and with various onlineemployment advertising vendors as requested in timely manner.

Coordinatespre-employment physicals and drug screens for select new hires and submitsforms to the testing site; ensures lab has current testing rubric peremployment classification; explains the process for physical and/or testing andattending the pre-employment physical appointment, reviews the PittsburghMedical Marijuana Act attestation for those positions that requirepre-employment testing and follows the established procedure; providesdirection and information to applicants as needed; follows up with BenefitsManager when results are received and communicates to the Recruiter if and asneeded.

Contacts newhires to remind them of needed actions in onboarding process and sends awelcome email with instructions.

Schedulesjob applicants for interviews and computer testing as requested; reviewstesting procedures and documents results as appropriate.

Reviews andprocesses credit card payments and invoices in a timely manner for recruitmentrelated expenses; receives regular training and alerts supervisor of anyirregularities.

AdvisesPublic Safety when new staff need card access to Human Resources in KorenBuilding and when staff are to be removed. Maintains spreadsheet.

Sorts,updates and files correspondence, vouchers, forms, documents and othermaterials.

Opens,stamps and sorts incoming mail; routes and distributes mail to appropriateperson.

Schedulesrequests from staff for use of the Nursing Mother's Room; requests card accessfrom Public Safety; maintains schedule on electronic calendar in Outlook;periodically checks on room and reports any issues.

Coordinatesall requests for general repairs, projects, and emergency maintenance for theHuman Resource Office to Facilities Management using appropriate softwarereporting tool.

Providesclerical assistance to the CHRO or other staff as assigned.

Providestraining to student aide(s) and may oversee as needed.

Arrangesshred bins to be picked up/emptied/replaced on an as needed basis.

Preparesmailing requisitions, mailings and sends to Mailing Services as needed.

Copiescontents of personnel files, as requested, and prepares invoices forreimbursement to Duquesne University; follows up as needed to ensure reimbursement.

Ordersoffice supplies for the Office.

Maintainskeys to various filing cabinets, posting boards, 608 Libermann Hall, andmiscellaneous Human Resource keys.

Opens theoffice each morning and closes the office at the end of each day,locking/securing the doors and locking cabinets that contain confidentialinformation.

Serves asprimary administrator for the PAT bus pass program; coordinates activities withPAT and the University employees partaking in the program.

Workseffectively with other front office staff members to ensure smooth functioningof the office during peak periods of activity such as the beginning of theAcademic Year, Benefits open enrollment, etc.

Assists withvarious audits as requested.

Updates/maintains the VISA tracker as neededand notifies the Director or designee of any issues.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Work requires a minimum of a high schooldiploma or equivalent and 2-3 years of related office support experience.

Professional business casualdress is required.

Preferredqualifications:

An Associate's degree and experience in aservice-oriented and high-volume office setting, prior experience in HumanResources and prior experience onboarding new hires preferred.

Alternately, thesuccessful candidate may possess any equivalent combination of experience andtraining, which provides the knowledge, skills and abilities required toperform the essential job functions. This includes, but is not limited to, thefollowing:

Demonstrated proficiency with current MicrosoftOffice Suite: Word, Excel, PowerPoint and Access as well as Outlook e-mail.

Excellent organization skills.

Ability to detail oriented.

Ability to maintain complex clerical recordsand prepare reports from such records.

Ability to operate a multi-line telephonesystem.

Ability to use sound judgment and to makedecisions in accordance with established regulations, policies and procedures.

Ability to work with sensitive and confidentialinformation.

Ability to be service and team oriented with ahigh emphasis on customer service.

Ability to understand and follow oral andwritten instructions and to ask questions when clarification is needed.

Ability to produce accurate work in anefficient manner.

Ability to complete work accurately in asetting where frequent interruptions occur.

Commitment to the value of continuingeducation and learning.

Ability toestablish and maintain effective working relationships with the UniversityCommunity.

Ability and willingness to contribute actively to the mission of the Universityand to respect the Spiritan Catholic identity of Duquesne University. Themission is implemented through a commitment to academic excellence, a spirit ofservice, moral and spiritual values, sensitivity to world concerns, and anecumenical campus community.

APPLICATIONINSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact informationfor three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community,the Congregation of the Holy Spirit. Duquesne University is Catholic inmission and ecumenical in spirit. Motivated by its Catholic identity,Duquesne values equality of opportunity both as an educational institution andas an employer.