Administrative Assistant/Human Resources, Full-time

3 weeks ago

Jamestown, United States Jamestown Community College Full time

Thank you for considering Jamestown Community College in your search.

About Jamestown Community College:

Jamestown Community College, a SUNY institution, is a comprehensive community college with degree granting campuses in Jamestown and Olean, New York. JCC is an innovative, open access institution that meets regional education needs by providing transfer degree programs, career programs, community service, developmental education, and training programs for business and industry. Guided by principles that emphasize student success and continuous improvement, JCC welcomes applications from qualified, enthusiastic candidates.

Position Description:

Full-time, 35 hours/week,12 months/year. Responsible for providing administrative support to the Human Resources (HR) team in the areas of recruitment, compensation and benefits, Ellucian Banner maintenance, personnel records, and reporting. Serves as primary point of contact for all internal and external customers of the HR Department. The administrative assistant is responsible for providing general office and clerical support to all members of the HR department, including monitoring of human resources department email; coordinating appointment calendars; preparing routine correspondence, agendas, minutes, and summarizing meeting proceedings, and handling general office functions. Responsible for utilizing and maintaining databases, processing requests for information, and assisting with special projects, as assigned.

Essential Functions:

1. Provides confidential administrative and clerical support to the members of the HR department, including but not limited to:

a. directing and managing incoming calls and emails
b. scheduling of meetings and management of calendar
c. coordination of daily tasks including review of time-sensitive correspondence, project management, etc.
d. recordkeeping, organization and maintenance of files, including document imaging
e. assisting with special projects, as needed.
f. responsible for coordinating logistics for special events including development days, employee recognition awards celebrations, and other HR-related activities.
g. preparation of a variety of confidential reports and correspondence
h. copying and other documentation preparation

2. Serves as primary contact with internal and external customers of the Human Resources Department, greeting, appropriately directing and addressing concerns as needed and/or requested. Maintains confidentiality of transactions.

3. Provides general support to the Human Resources Department including but not limited to:

a. Communications.

i. Managing and monitoring the Human Resources email account, responding to inquiries in a timely and confidential manner
ii. Preparation of memos, letters or e-mails for both staff and faculty

b. Onboarding. Managing the onboarding process, including preparing and processing paperwork for new employees to include I-9's.

c. HR Systems Management. Performs data entry into Banner and free-flowing databases for all employees, including retirees.

d. Benefits support.

i. managing and processing monthly retiree billing
ii. assisting with and/or performing audit of benefit enrollees in the center of excellence, ensuring consistency with deductions in Banner and bills issued by carriers
iii. maintenance of service association employee sick bank
iv. verification of eligibility for staff and faculty tuition waivers
v. coordinating benefits workshops and other special events and activities sponsored by the department

e. Payroll support. Processing continuing education contracts, which includes entering new or returning part-time faculty members into SCT Banner.

f. Student Worker Employment Support. Coordinating with relevant others the hiring, onboarding and termination of student workers.

g. Recruitment support.

i. processing criminal background checks
ii. assisting with requisition creation and maintenance of the electronic applicant-tracking system
iii. reference checking
iv. preparing internal and external job postings
v. placing ads in a variety of local, regional and national publications

h. Training support. Assists with launching mandatory training requirements for all staff, including tracking for compliance.

i. General support.

i. maintenance and distribution of seniority lists and other reports
ii. creation and distribution of passwords for human resources information systems
iii. responding to requests for verification of employment

Required Knowledge, Skills and Abilities:

Excellent interpersonal and customer service skills, including the ability to interact with all customers in a professional and confidential manner and represent the human resources department in an independent and reliable manner; must be detail-oriented and demonstrate a willingness and ability to work with minimal supervision; must possess excellent organizational and time-management skills; must demonstrate initiative and ability to proactively anticipate needs of department staff; Must possess strong organizational skills and a working knowledge of executive and administrative practices and protocols; ability to develop and maintain systems for information organization and maintenance; proficient in Microsoft Office Suite software including Word, Excel and Outlook.

Qualifications:

Required: Associates Degree and a minimum of three (3) years of administrative office experience. Ability to utilize spreadsheets and integrated computer applications.

Preferred: Bachelors degree in human resources or business-related field. Experience in Human Resources.

Additional Information:

Salary: $24.37 - $27.60/hour. Excellent benefits package, including medical and dental insurance, paid vacation and sick leave, and NYS retirement.

Final candidates are subject to a pre-employment criminal background investigation.

Please note that Jamestown Community College does not sponsor H-1B Visas.

Application Instructions:

To be considered for this position, please complete the required online application and submit the following required documents, by clicking on the link below:

  1. Resume.
  2. Cover letter.
  3. Proof of graduation (i.e. copy of diploma, transcripts, etc.).
  4. Names and contact information for three professional references.

You will receive an acknowledgement email from the system for this position. If you do not receive this confirmation email within 15 minutes of applying, please check your junk/spam folder. You can also log back in to view your submitted application from the Applications list. Click on FAQs for more details and step-by-step instructions.

Important: Do not use autofill to complete your application.

Review of applications will commence immediately and continue until position is filled.

Please contact humanresources@mail.sunyjcc.edu with any questions or concerns.

JCC Non-discrimination Notice

Jamestown Community College does not discriminate and will make all decisions regarding admission and the entire educational process of its students, and recruitment, hiring, promotion, and other terms and conditions of employment without discrimination on the basis of sex, gender (including sexual harassment, gender harassment, and harassment due to pregnancy, childbirth, breastfeeding, and related conditions), gender identity, gender expression, gender non-conformity, sexual orientation, marital or domestic partner status, race, creed, color, national origin, ancestry, religion, physical or mental disability, medical condition, genetic information of an individual or family member of the individual, requesting an accommodation, veteran or military status, family care status, requesting or taking pregnancy, parental or disability leave, age, or any other characteristic protected by federal, state or local law, or regulation. All such discrimination and harassment is unlawful and will not be tolerated by JCC.

If any faculty, staff, employee, or any job applicant believes they have been subject to discrimination or harassment during any phase of the recruitment process or in the workplace, they may file a complaint under JCC's Human Right and Affirmative Action Policy. For these purposes, any incident should be reported to one of JCC's Civil Rights Compliance Coordinators. The name(s) and title(s) of the designated Civil Rights Compliance Coordinator(s)/Officer(s) and their complete contact information are available at sunyjcc.edu/nondiscrimination.

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