FWS- Human Resources Front Desk / Office Assistant

This position is only open to current Pacific University Students

Department: Human Resources

Location: Frye Building, Forest Grove Campus

Reports To: Jamie Bass, Human Resources/Payroll Specialist

Office Hours: Drop-in hours are Monday - Friday, 9:00 AM - 4:00 PM

Position Overview

The HR Front Desk / Office Assistant serves as the initial point of contact for the Human Resources department. This position provides exceptional customer service to students, faculty, staff, and external visitors in person, via email, and over the phone. Additionally, the role provides essential administrative, database, and payroll support to ensure efficient daily department operations while strictly maintaining confidentiality.

Core Responsibilities

• Customer Service & Front Desk Operations:

• Greet visitors and answer incoming calls, responding to general inquiries or routing individuals to the appropriate HR team member.

• Assist walk-in traffic during HR drop-in hours (9:00 AM - 4:00 PM).

• Administrative & Mail Support:

• Retrieve daily mail from the University Mail Room and accurately sort and distribute incoming communications.

• Maintain office cleanliness, replenish front desk forms/materials, and assist with basic office equipment operation (copying, scanning, printing).

• Data Entry & Records Maintenance:

• Enter and update employee and applicant information accurately into the HRIS (Human Resources Information System) and related databases.

• Assist with supporting the payroll team to achieve deadlines.

• Assist with digital filing and regular record-keeping tasks.

• Special Projects:

• Assist HR staff with event preparation, orientation packet assembly, and special projects as assigned.

Required Qualifications & Competencies

• Student Status: Must be a current student awarded Federal Work-Study funding for the active academic term.
• Confidentiality & Compliance: Strict adherence to federal, state, and university privacy regulations, including FERPA and HIPAA. Demonstrated discretion with highly sensitive personnel data.
• Communication Skills: Strong verbal and written communication abilities, with a customer-focused approach suitable for interacting with a diverse campus population.
• Technical Skills: Basic to intermediate proficiency in word processing, spreadsheets, data entry, and comfortable learning new HRIS databases and standard office machinery.
• Attention to Detail: Proven ability to perform detailed record-keeping tasks with a high degree of accuracy.
• Problem-Solving & Teamwork: Ability to follow instructions, ask clarifying questions when needed, collaborate constructively with team members, and take initiative on routine tasks.

Preferred Qualifications

• Bilingual in Spanish and English (spoken and written).
• Prior administrative, office, or customer service experience.

Working Conditions & Physical Requirements

• Work is performed in a fast-paced general office environment with frequent public and telephone contact.
• Requires prolonged periods of sitting or standing at the front desk.
• Involves walking across campus for daily mail pickup and light lifting (up to 15 lbs) for office supplies or mail bundles.

Length of Employment: Full academic year, hours negotiable.

Recruiter Name & Email: Catheryn Coupland - ccoupland@pacificu.edu

Wage Rate: $16.80