Administrative Assistant

Print this Posting

HUMAN RESOURCES ADMINISTRATION - Administrative Assistant

Job Classification

Hourly Full-time (35-40)

Position summary

Provides administrative support to the deparment in general and also to the Associate VP and Associate Director by managing a variety of tasks to ensure the office operates with efficiency and professionalism. Key responsibilities include coordinating employee relocation and immigration processes, leading the University Social Committee, supporting board meeting preparation, and assisting with HR-related events. Handles daily operations including communications, record maintenance, supply management, and reporting.

Qualifications summary

• Must have multi- task capabilities.Must have strong customer service skill with a positive upbeat attitude.
• Be proficient and comfortable with computer software packages, good math, language, and reasoning abilities needed.
• Ability to work independently.
• Ability to handle stressful and confrontational situations.
• College degree or two to three years of related experience and/or training; or equivalent combination of education and experience.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Repetitive Duties

• Coordinate housing and meal arrangements for house-hunting trips and moves for new employees, process and calculate duplicate housing expenses, notify Payroll for reimbursement and tax purposes, and educate employees on moving benefits.
• Maintain immigration files for applicable employees, process and post immigration documents, and communicate with immigration attorneys to facilitate visa acquisitions and renewals.
• Answer telephone calls promptly and route calls to appropriate person as needed.
• Greet visitors and direct to appropriate person as needed.
• Read and route incoming mail.
• Submit the PNC Card report through Emburse.
• Provide support on managing employees' service records.

Periodic Duties

• Facilitate the new employee orientation and other campus training
• Prepare Board meeting exhibits: provide information regarding annual leaves, credential and license assignment, new and change in appointment for salaried positions.
• Lead the University Social Committee to coordinate and arrange periodic meetings, events and programs; issue invitations; reserve and prepare facilities.
• Update records for the Seventh-day Adventist Yearbook and send to the General Conference annually.

Irregular Duties

• Conduct research and prepare statistical reports.
• Assist in departmental activities and events e.g. open enrollment, benefits fair, etc.
• Order and maintain supplies and arrange for equipment maintenance.
• Organize and maintain file system.

Supervisory responsibilities

May supervise a student worker.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

College degree or two to three years of related experience and/or training; or equivalent combination of education and experience.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem solving
• Customer service
• Interpersonal skills
• Written and oral communication
• Teamwork
• Punctuality
• Judgment
• Planning/organizing
• Professionalism
• Quality
• Quantity
• Adaptability
• Dependability
• Initiative
• Innovation

Language Skills:

Ability to read and interpret documents such as legal documents, retirement applications, working policy manuals, procedure manuals, safety rules, and operating and maintenance instructions. Ability to write personalized correspondence and reports in easy to understand language. Ability to speak effectively before groups of customers and employees of the organization.

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percentages and to draw and interpret graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, electronic or diagram form. Ability to deal with problems involving multiple variables in diverse situations.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; talk; and hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift, push and/or move up to 50 pounds.

Work environment

Normal office environment.