Human Resources Assistant

4 weeks ago

North Manchester, United States Manchester University, Inc. Full time
Job DescriptionJob Description

Position overview: The ideal candidate will manage various administrative and office management tasks, ensuring smooth operations within the HR department and providing excellent support to both staff and faculty. This position will also assist with management of the student employment program. Position will work at the North Manchester campus with occasional visits to the Fort Wayne campus.

Essential job functions:

  • Office Management:
    1. Manage the central HR email box, forwarding messages to appropriate team members.
    2. Serve as the office manager, including managing inventory of office supplies and promotional items for new employees and recruiting.
    3. Provide administrative support to the HR team, including managing calendars, scheduling meetings, coordinating communications, and managing hospitality arrangements.
  • HR Administration:
    1. Process requests for employment verification.
    2. Prepare and distribute new hire announcements.
    3. Administer outsourced human resource services, vendors, and contracts.
    4. Update information in the HR information system, including supervisor/department changes and demographic updates.
    5. Create data query report requests from HRIS systems.
    6. Serve as a back-up for new hire orientation and schedule new employee orientation sessions.
    7. Facilitate post-orientation surveys and review patterns in the results.
  • Compensation and Notifications:
    1. Coordinate the university’s compensation notification activities.
    2. Process annual employee salary increases and generate increase letters.
    3. Produce, distribute, and monitor receipt of annual appointment letters.
  • Customer Service:
    1. Serve as the customer service point of contact for all HR-related inquiries, assisting employees with employment and other miscellaneous questions.
  • Event Coordination:
    1. Manage the schedule of HR events, including interviews, meetings, and recruitment events.
    2. Administer the employee recognition program.
    3. Process memorials for employee-related events such as deaths, births, and special circumstances.
  • Financial Management:
    1. Assist the HR Director with managing financial matters, including expense tracking, credit card reconciliation, and expense reports.
  • Student Employment Management:
    1. Enter and maintain all student employee data in HRIS systems.
    2. Coordinate appointments with students to review and copy Form I-9 IDs.
    3. Create and maintain student employee files and paperwork.
    4. Process student employee separations and leaves, updating student status and supervisor access in HRIS systems.
    5. Manage HR student workers, including scheduling, approving timecards, and task delegation.
  • Benefits Administration:
    1. Assist with benefit plan audits, including preparing, collecting, and organizing data for audits by third parties.
    2. Verify the calculation of monthly premium statements for all group policies and maintain metrics related to premiums, claims, and costs.
    3. Assist with the design and distribution of materials for benefits orientations and open enrollment.

Secondary job functions:

  1. Maintain the HR event calendar on the university website.
  2. Regularly review student work hours for compliance with the Hours of Work policy and communicate potential violations to supervisors and students.

Qualifications—Education, Experience, Knowledge, Skills, and Abilities:

  • Minimum Associate’s degree in Human Resources, Business Administration, or a related field or equivalent professional experience required.
  • Minimum of 2-3 years of experience in an administrative or HR support role, preferably in higher education or a related field.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Proficiency in using HR information systems (HRIS) and other office software preferred.
  • Ability to work independently and as part of a team.
  • High level of professionalism and integrity.
  • Strong attention to detail and problem-solving skills.
  • Ability to handle sensitive and confidential information with discretion.
  • Ability to travel between North Manchester and Fort Wayne occasionally.
  • The abilities to lift approximately 20 lbs.; hear and speak clearly; sit for up to 8 hours per day; and keyboard for extended periods are all essential qualifications for this position.

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