Full Description

Duties

Under general direction, the Administrative Assistant performs varied office and clerical duties for and relieves the Vice President of Human Resources of minor administrative and operational responsibilities. Maintains a close and highly responsive relationship with leadership regarding the day-to-day office and departmental activities. Work requires knowledge and understanding of the institution’s philosophy, programs, and procedures relating to the HR division and broader College initiatives. The Administrative Assistant is dedicated to the learning college concepts by facilitating activities that promote employee engagement, operational efficiency, and institutional compliance. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 1. Answers department phones; greets and assists visitors to the Human Resources office; determines nature of inquiry and provides information or refers individuals to the appropriate staff member. 2. Types, files, takes dictation and/or composes from written material, verbal instruction, or independently from knowledge of circumstance and policy various correspondence, memoranda, email, reports, and similar items, some of which are confidential or sensitive in nature. 3. Prepares and processes documents, spreadsheets, reports, and presentations for internal HR use and institutional distribution, ensuring accuracy and adherence to compliance and policy requirements. 4. Coordinates scheduling, logistics, and preparation for HR meetings, interviews, trainings, and employee events, including agenda development and material distribution. 5. Records and transcribes minutes of HR-related meetings, including labor/management discussions, committee meetings, and policy reviews, requiring a high degree of discretion and accuracy. 6. Maintains calendars for the VP and HR division, arranges meetings, and manages communications and follow-up for internal and external stakeholders. 7. Receives, organizes, and routes incoming correspondence and documentation related to personnel matters, contracts, compliance, grievances, and confidential HR records. 8. Assists with maintaining personnel files, HR databases, and compliance-related documentation in coordination with the HRIS and other recordkeeping systems. 9. Tracks HR project timelines, monitors follow-up tasks, and assists in implementation of key HR initiatives. 10. May assist with onboarding and offboarding processes, including preparation of packets, orientation scheduling, and coordination with relevant departments. 11. Assist in the preparation and monitoring of departmental budgets, requisitions, and payroll timekeeping; tracks expenditures and assists with audits or internal reviews as needed. 12. Performs other related administrative duties and special projects as requested by the VP or designee.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Capability of handling confidential material and maintaining discretion and confidentiality Above average written and verbal communication skills and organizational skills Ability to exercise judgment, initiative, and professional decorum in sensitive situations Must be able to interact professionally with faculty, administration, staff, students, and officials outside the college. Must possess excellent interpersonal skills as those skills are essential in establishing effective and confidential working relationships with others, especially in a human resources environment. Strong computer software skills (MS Office and others). Proficiency testing, which may include, but not limited to: word processing, database management, presentation software, spreadsheets, and others (minimum of at or above the validated scores), required.