Human Resources Assistant

Job Number: PC00257

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community– an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document) (Download PDF reader)

Overview

Responsible for providing administrative support to the Sr. Associate Vice President of Human Resources and assisting in a wide variety of human resources functions. Provide excellent customer service to internal and external constituencies. Provide the highest level of confidentiality with highly sensitive matters.

Duties and Responsibilities

1. Provide administrative support to the Sr. Associate Vice President of Human Resources such as scheduling meetings, maintaining appointment calendars, preparing agendas, and minutes. Answer multiple phone lines and triages calls, greet and direct visitors to appropriate areas or people, communicate clearly to answer routine Human Resource questions regarding policies, procedures, and benefits; and coordinate meetings using outlook. (45%)
2. Assist the Sr. Associate Vice President of Human Resources with the reconciliation and monitoring of the office budget, track expenses, processes payment vouchers for select vendors and troubleshoot issues relating to departmental expenditures. Maintains inventories of office supplies and processes office supplies requests. Keeps office machines running, including stocking of printer, maintains storage cabinets, and assists with ensuring electronic files of employee personnel files. (15%)
3. Provide support for new projects and initiatives, high level searches, data entry in systems, HR staff handbook, and other research and special projects. Assist with scanning and indexing of electronic files when necessary. (10%)
4. Assist with logistics of events, ordering food/refreshments, providing directions, assist with reserving and scheduling meeting rooms, making handouts, event check-in, and follow-up evaluations at employee related events. Maintain the HR department vacation calendar. (10%)
5. Provide general administrative support. Ensure completion of all HR, Employment in-box inquiries and create template responses for consistency. Ensure complete intake of new employees, including preparation of benefits orientation packets, and assist with scheduling benefit orientation. Assist with the verification of I9 documents in the E-Verify+ system. Assist the Manager of Employment & Engagement with special event projects and summer temporary hires (e.g. IT, Physical Plant). Serve as a backup for the Employment Coordinator for specify tasks. (15%)
6. In conjunction with the Human Resource Clerk, develop the quarterly HR newsletter for review by the Sr. Associate Vice President, Manager of Employment & Engagement, and the Associate Director of HRIS & Compensation. (5%)

MARGINAL DUTIES:

1. Sort, open, distribute and route individual or departmental incoming and prepare outgoing mail.
2. Perform all other duties as may be required.

Education and Experience

• High School education or equivalent
• Two to four years of office experience. related experience or an equivalent combination of education and experience required
• Customer service-oriented with proficiency in MS Office, especially Word, Excel, Outlook, and PowerPoint
• Excellent organizational and communication skills required
• Ability to learn, communicate, and apply new systems and processes
• Excellent attention to detail, time management, and the ability to multi-task in a fast pace-environment
• Excellent follow-through skills, highly organized, flexible, and attentive to deadlines and priorities
• Ability to maintain confidentiality

Supplemental Information

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

• E-Verify Notice of Participation
• Right to Work

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.

Tagged as: Employment