Human Resources Office Assistant

2 days ago

Golden, United States State of Colorado Full time
Department Information

Make a difference in higher educationNOTE: This posting may be used to fill one or more positions
 Colorado School of Mines (Mines) is an internationally preeminent teaching and research university dedicated to meeting the resource development needs of a rapidly evolving, technology-based society. Mines was selected by the Colorado State Legislature as the state's first "exemplary institution" of public higher education due to our "high degree of responsibility and capability with regard to academic and administrative functions."

Colorado's oldest public university, Mines is located in Golden, Colorado at the gateway of the Rocky Mountains, 13 miles west of downtown Denver and 21 miles south of Boulder. 
 MINES IS PROUD TO OFFER EXCELLENT BENEFITS TO ATTRACT AND RETAIN EXTRAORDINARY TALENT. OUR PERKS INCLUDE:
  • Medical, Dental, and Vision Insurance
  • Generous vacation and sick leave plus 13 paid holidays
  • State pension plan (PERA)
  • Parental Leave
  • Reduced cost tuition for employee and family members
  • Life and Disability Insurance
  • Professional growth and training opportunities
  • Access to technology and equipment
  • Colorado State Employee Assistance Program
  • Access to a world-class recreation center
  • Interaction with an international population and cultural events

Description of Job

The Colorado School of Mines is seeking an enthusiastic and positive Human Resources Office Assistant (Administrative Assistant II) to provide support to the Colorado School of Mines faculty, staff and administration, and the Human Resources team. This on-campus position coordinates front desk and administrative operations under direction, ensuring a warm and inviting experience for anyone who comes through our doors. 


Excellent verbal and written communication is critical for this role, and prior experience preparing communications and documentation for leadership is highly preferred.

Primary duties include: 
Office Operations and Administrative Support
  • Provide primary administrative support for the department through directly interacting with faculty, staff, students, and external customers (emails, phone calls, and walk-in traffic). 
  • Position provides exceptional front desk and reception support and customer service for guests, visitors and walk-in traffic ensuring a warm, professional and efficient experience. 
  • Responsible for ensuring the lobby and shared team office spaces are supplied, comfortable and ready to receive visitors.
  • Supports the development and execution of internal procedures and actions to maintain smooth operation of the department office. 
  • Supports and coordinates all department purchasing, secures travel for staff and visitors, and records and reallocates all expenses. 
  • Orders supplies and maintains inventory for HR suite under direction. 
  • Manages shared inbox traffic and ensures prompt response time for inquiries.
  • Maintains HR records and files under direction. 
  • Draft and send communication to the campus community. 
  • Responsible for Position Description filing and storage and other documentation management tasks. 
  • Assists with departmental scheduling, candidate interview scheduling and background check processing, as needed. 
  • Provides general administrative support to the Chief Human Resources Officer and other department leaders.   
 
Event Management, Budget Support and Special Projects
  • Provides planning, practical, and logistical/coordinative support to all department staff with special projects and events. 
  • Provides departmental support for events and training programming as needed. For example this position may provide ongoing coordination and support for the Leadership Academy, Hiring Excellence Training and New Employee Orientation. 
  • Coordinates informational sessions, brown bag events, and other similar events.  Make all necessary arrangements for rooms, catering, equipment, etc. as assigned.
  • Order service awards from vendors.  
  • Assist in the gathering and dissemination of information (flyers, programs, awards lists, attendance lists, etc.) pertaining to an event. 
  • Work within budget constraints to select or develop appropriate training and development options for self and others. 
  • Make arrangements, coordinate all administrative details regarding training activities supported by Human Resources.
  • Under direction, monitor, reconcile, and maintain department budgets. Communicate and provide budget status reports on a regular basis to the Human Resources leadership team, provide ad hoc reports as necessary; compile data for budget requests; build budget projections; research and resolve budget  and purchasing issues and problems.
  • May assist with the development and editing of presentations, reporting, spreadsheets and other deliverables. Supports the HR Executive Assistant with the tracking and monitoring of team budget, as needed.
Please note: This position reports to campus Monday - Friday.  Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

Class Code & Classification Description:


G3A3XXADMINISTRATIVE ASSISTANT II

MINIMUM QUALIFICATIONS:

Experience Only:
Two (2) years of relevant experience working in an operational or administrative support or clerical support role in a Human Resources or Payroll environment.

Appropriate education will substitute for the experience requirement on a year-for-year basis

OR

Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years

PREFERRED QUALIFICATIONS: 
  • Customer Facing, Front Desk experience preferred
  • Prior State Service
  • Prior Customer Service experience
  • Prior experience working in a Human Resources, Legal, Medical or other confidential environment

Appeal Rights:


An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.


As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.


Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.


For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, atspb.colorado.gov/board-rules. Supplemental Information

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Colorado Department of Public Health and Environment is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator at benefits@mines.edu.  

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