Administrative Assistant to the CHRO

Job Overview:

The Administrative Assistant to the Chief Human Resources Officer is responsible for a variety of duties and responsibilities in support of the Chief Human Resources Officer (“CHRO”) providing technical and administrative support related to a variety of Human Resources duties. In addition, the Administrative Assistant is responsible for the efficient operation of the Office of Human Resources including interactions with faculty, staff, and students via either telephone, email, or walk-in contacts. This position represents the department to both internal and external constituents.

Duties/Responsibilities:

• Serves as the primary gatekeeper for the HR office; ensures all visitors are greeted in a welcoming and gracious manner, arranges for the proper greeting of visiting guests from the Security desk, and answers main telephone line for Human Resources and answers inquiries or researches for answers to employee questions
• Ensures the proper handling of both physical mail and various email inboxes for general human resource related correspondence, open enrollment, student health insurance enrollment, and other special project related inboxes
• Coordinates meetings for CHRO with senior management, faculty, staff, students, vendors, governmental agencies, etc.; reserves conference rooms as needed
• Manages calendar for the CHRO
• Orders all supplies for Office
• Updates HR databases (e.g., new hires, terminations, vacation and sick leaves, etc.)
• Set up interviews for candidates with Department Heads and CHRO, completes degree verifications and reference checking for job applicants
• Manages the onboarding process: preparing Personnel Action Forms (“PAFs”), drafting Offer Letters, delivering and receiving back the required pre-employment paperwork and tax forms for newly hired employees; inputs new hires into ADP Workforce; enrolling new hires’ in employee benefits or making changes, if appropriate to existing employees’ benefit plans
• Ensures that Personnel files are created and properly maintained
• Terminates employees who discontinue their employment, prepares PAFs for terminating employees, and handles unemployment claims
• Ensures that all employee enrollment elections are accurate in the HRIS
• Prepares biweekly payrolls
• Prepares and submits check requests as needed to Accounting
• Runs reports as required for HR
• Assists with auditors’ requests for information
• Assists CHRO with planning and coordination of various Staff events and parties; orders food, secures space for event and requests equipment needed
• Works with Payroll Department to research and resolve payroll-related issues
• Prepares vouchers and researches credit card charges for the Department
• Maintains ADP Category database; updates Job Codes, Budget Codes and Home Departments
• Perform special projects and other duties assigned by the CHRO

Minimum Requirements:

• Bachelor’s degree required in Human Resources, Business Management, or related field
• Minimum 3 years of administrative/office experience 
• Must have very strong computer skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Must be organized, accurate, thorough, detail-oriented, and an excellent problem solver
• Must have excellent customer service skills
• Must have excellent communication (both verbal and written) skills
• Must be able to deal effectively with all levels of staff/management and all types of personalities
• Work schedule: 5-days per week (Monday through Friday) 9:00am-5:00pm (weekends, as needed); work location: in-person

Job Type: Full-time

Pay: $60,000 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance