HR Customer Service and Onboarding Assistant

General Summary:

The HR Customer Service and Onboarding Assistant will provide routine administrative
duties to support the daily operations of the Department of Human Resources. The incumbent will greet, direct and/or provide assistance to
both internal and external customers; receive and direct internal and external phone and e-mail inquiries and when necessary, field inquires
to appropriate staff person; receive, sort and distribute mail; prepare selected correspondence; and proofread and type documents. They will
run reports and conduct database queries; gather, update and enter information into departmental and/or university databases and systems;
and will schedule meetings for departmental directors and managers. The incumbent will be responsible for interacting with a wide variety of
staff, faculty and students to provide information and to direct them to the appropriate source for resolution of an issue.

Examples of Duties:

GENERAL CUSTOMER SERVICE

• Provide routine administrative support for the
  Human Resources Department; greet and direct visitors; respond to internal and external phone and e-mail inquiries; field inquiries and
  relevant paperwork and forms to appropriate staff person; provide regular information to existing and prospective employees, as well as
  students and the general public; receive, sort and distribute mail to appropriate individuals within assigned unit.
• Provide
  coverage for staffing the reception desk and act as the front-facing representative of the office in providing excellent customer service to
  faculty, staff and students when needed.
• Provide routine information to and coordinate efforts with staff, and other internal and
  external departments, agencies and/or customers to exchange information, resolve problems and/or facilitate progress of departmental
  programs, functions and activities relevant to the employee life cycle;
• Collect and develop a “Frequently Asked Questions” document
  for HR front desk staff, identify answers and review with other HR colleagues confirm accurate and timely responses,
• Review and
  conduct employment verifications and notify requestors of employment status; process and compile information for verification letters for
  both current and former employees;
• Assist employees with parking deductions, name and address updates and routine payroll
  information changes in HR Direct People Soft.

HR OPERATIONS/OFFICE MANAGEMENT

• Monitor inventory levels of
  departmental office supplies to ensure adequate supply levels and to maintain the smooth operation of the department; create and maintain
  database of inventory and supplies to document what is needed; responsible for order office supplies and business cards for HR departmental
  staff;
• Assist the Business and Operations Manager with administrative tasks, such as reserving location for seminars, trainings and
  events, preparing mailings,
• Schedule meetings for departmental managers and senior staff; schedule time and location and reserve
  required facilities; check availability of parties involved; communicate with university departments if specific equipment or requirements
  are needed to accommodate the meeting

• Assist the Business and Operations Manager with uploading personnel file.
• Assist the Business and Operations Manager with processing journal vouchers for the advertisements.
• Provide HR Generalists with
  administrative support.

HR RECRUITMENT & ONBOARDING

• Respond to routine inquiries from job applicants regarding
  the application process and application status; refer inquiries to HR Generalists, when appropriate.
• Coordinate all new
  temporary, non-benefited (03), NTT hires:
• respond to initial requests via HR Direct email,
• update and
  maintain onboarding tracking list for 03 hires:
• send welcome letters/packages to new 03 hires and schedule I-9 appointments,
• execute I-9s and run background checks.


• Oversee and execute personnel files: Download the pre-employment paperwork to
  OneDrive and share with data team. Follow up with the employees to complete onboarding actions (I-9, employment paperwork, background
  check).
• Provide back up to the Recruitment and Onboarding Coordinator for benefited searches via Page Up.

HR
ADMINISTRATIVE

• Gather, update and enter information into respective departmental and/or university databases and/or systems to
  ensure current, accurate, organized and accessible records and retrieve information from files, and run reports as directed;
• Manage
  HR Exit Interview reports from Survey Monkey and share with relevant HR staff members for review;
• Manage the HR tracking lists for
  completed ‘Conflict of Interest’ training and performance evaluation forms;
• Assist the Compensation and Recruitment area with
  locating job descriptions in personnel files, as needed.
• Assist with updating HR forms for DocuSIgn and upload the files to
  SoftDocs as needed.
• Assist with utilizing various software such as Adobe Acrobat and Visio to create new forms and organizational
  charts,
• Perform other duties as assigned.

Qualifications:

Applicants must have at least (A)
three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience
and the substitutions below.

Substitutions:

I. A diploma as evidence of graduation from the commercial or business course of
a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*

II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or
vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of
eight months of the required experience.*

III. A diploma for completion of a one-year, full-time, or equivalent part-time, program in
a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of
the required experience.*

IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized,
non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required
experience.*

*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually
completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience

• Knowledge of standard office procedures and practices, including record keeping, office correspondence control and
  the uses of office equipment and supplies;
• Knowledge of office software, including Microsoft Office;
• Ability to understand
  and apply the laws, rules, policies and procedures governing the assigned unit activities;
• Ability to learn about and support the
  culture of Department of Human Resources, including the roles of the various members of the department and its processes;
• Ability
  to assemble items of information in accordance with established procedures;
• Ability to work accurately with names, numbers, codes
  and/or symbols;
• Ability to file material in accordance with standard filing procedures;
• Ability to maintain accurate and
  current records;
• Ability to communicate effectively both orally and in writing;
• Ability to establish and maintain
  harmonious working relationships with others;

• Ability to deal tactfully with others;
• Ability to explain the
  laws, rules, policies and procedures governing assigned unit activities;
• Ability to perform arithmetical computations with
  accuracy;
• Ability to give written and oral instructions in a precise and understandable manner;
• Ability to exercise sound
  judgment in handling confidential information;
• Ability to complete tasks in a timely manner;
• Ability to be patient while
  dealing with the public;
• Strong interpersonal and organizational skills; strong attention to accuracy and detail;
• Strong
  commitment to customer service.

Application Instructions:

Please apply online with your resume, cover
letter and list of three references.

This is a non-union non-exempt position.

UMass Boston expects to pay $30.83/hour.

The specific pay for this position will be determined by the University based on the consideration of all relevant factors when and
if it decides to extend an offer of employment.

All official salary offers must be approved by Human
Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will
ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed,
please contact HR@umb.edu or 617-287-5150.

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