Human Resources Administrative Assistant

1. GENERAL POSITION INFORMATION

Position Name: Human Resources Administrative Assistant

Classification: Non-exempt; Benefitted

FTE: Full time

Work Hours: 37.5 hours/week

Department/Division: Human Resources

Supervisor: Director of Human Resources

Location: On-site

Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.

2. POSITION SUMMARY 

The HR Administrative Assistant supports the department to ensure smooth and efficient business operations. The HR Administrative Assistant will have administrative responsibilities, helping to plan and administer important functions including employee relations/engagement, recruitment and onboarding, HRIS maintenance and other Human Resources functions in collaboration with the Director of HR and Sr. HR Generalist.

The HR Administrative Assistant will support employees and management in daily HR activities and assist in fostering a positive workplace environment where UWS’ core values are integral. 

3. KEY RESPONSIBILITIES

Recruitment and Onboarding/Offboarding (40%)

• Post and manage job openings on company career sites and external job boards, schedule/coordinate interviews for benefitted and non-benefitted employees; provide general support to hiring managers/departments/applicants throughout the recruitment process; coordinate and conduct onboarding and orientation for new employees.
• Assist with offboarding procedures for departing employees, ensuring all necessary documentation is completed and equipment returned.
• Maintain accurate and up-to-date employee records, both physical and digital including Form I-9 and E-Verifications.
• Prepare HR-related documents, such as offer letters, employment verifications, and onboarding packets.

Employee Relations/Engagement (20%)

• Assist in projects such as HR events, employee recognition programs, employee communications and company-wide meetings; collaborate with other departments on various events and initiatives aimed at improving employee engagement and workplace culture.
• Serve as the first point of contact for employee inquiries, directing them to the appropriate HR team member when necessary.
• Assist in the weekly HR Round Up announcements.

HRIS Maintenance (20%)

• Maintain and update employee records in the HRIS (Human Resource Information System); submit One Time Payments, HRIS training to applicable staff; system troubleshooting; assist with quarterly assignments for adjuncts, teaching assistants and course facilitators
• Track employee leave, attendance, and benefits enrollment as needed.
• Assist in audits by organizing and providing relevant documentation.

HR Administration (15%)

• Completion of annual assignments (conflicts of interest forms, salary increases, faculty appointment letters, etc.).
• Maintain and verify credential records and transcripts for faculty/staff; maintain employee records, and personnel files including file set up and filing.
• Maintain HR board, labor law posters, employee intranet.
• Monitor inquiries to HR general email box.
• Check HR physical inbox and distribute mail.
• Assist with mass mailings; order office supplies and submit miscellaneous requests for payment in system.

Perform Other related duties as required and assigned (5%)

4. UWS CORE VALUES

Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.

Curiosity: We are innovative, open minded, and forward thinking.

Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.

Professionalism: We are responsible, respectful, and accountable.

Student-Focus: We work for the common good of students’ academic and professional success.

Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.

5. POSITION QUALIFICATIONS

Required

Education & Training

• High School diploma or GED equivalent

Experience

• At least 1 year HR experience or equivalent professional experience in a related field
• Familiarity working in a HR/Payroll system (i.e., HRIS, HCM, etc.)
• Customer service background

Related Knowledge, Skills, & Abilities

• Proficiency in Microsoft Outlook, Word, Excel and internet navigation
• Strong empathy and interpersonal skills
• Strong ability to collaborate cross departmentally

Other Qualifications

• Ability to handle sensitive, confidential information discreetly and professionally
• High degree of self-motivation and initiative
• Ability to quickly learn and accurately administer complex processes
• Strong ability to track actions and follow through on process
• Versatility, flexibility and a willingness to work with multiple priorities with enthusiasm; ability to adapt to change
• Commitment to excellence and continued improvement
• Physical ability to perform file maintenance duties which may involve repetitive lifting of 10-20 pounds
• Effective verbal and written communication skills
• Ability to communicate with people comfortably and effectively at all levels of the institution
• Attention to detail and accuracy

Preferred

Education & Training

• Associates or Bachelor’s degree in human resources or related field

Experience

• Workday HR/Payroll system experience highly desirable

Related Knowledge, Skills, & Abilities

• Knowledge of employment and labor law and HR best practices

Other Qualifications

• Familiarity with benefits administration

6. APPLICATION, SCREENING AND HIRING PROCESS

To apply please visit our website: https://www.uws.edu/about/employment/

Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.

University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.