Human Resources Assistant

Job Summary

The Human Resources Assistant supports daily HR operations, including recruiting, onboarding, offboarding, employee records, training, performance reviews, and staff engagement. The role involves posting job openings, reviewing applications, scheduling interviews, conducting initial candidate screenings, maintaining accurate personnel records, and coordinating with managers and other departments. The position also uses Microsoft 365 and AI tools to improve workflows and administrative efficiency.

Key Responsibilities

• Post job openings on job boards and review applications against role requirements.
• Maintain recruiting trackers, schedule interviews, coordinate calendars, and conduct initial phone and video screening interviews.
• Communicate with candidates throughout the recruitment process.
• Prepare new-hire paperwork, verify Form I-9 documentation, coordinate payroll system setup, and maintain personnel files.
• Coordinate onboarding and offboarding activities, including equipment, system access, and required documentation.
• Maintain accurate employee records, personnel files, and employee directories.
• Track employee training and performance review completion and follow up on outstanding requirements.
• Respond to routine employee questions and refer complex matters to the HR Director.
• Prepare materials for meetings and leadership training.
• Coordinate staff events, including planning, ordering, setup, and logistics.
• Use Microsoft 365 and AI tools to maintain trackers, prepare summaries, and improve administrative processes.
• Handle confidential employee information with discretion.

Required Qualifications

• Associate or bachelor's degree, preferably in human resources, business, or a related field.
• At least 1 year of HR support experience involving recruiting, onboarding, or personnel records.
• Experience scheduling interviews and communicating with candidates.
• Proficiency in Microsoft 365, including Excel, Outlook, and Teams.
• Strong organizational skills and the ability to manage competing priorities and complete tasks efficiently.
• Strong written and verbal communication skills.
• Sound judgment and discretion when handling confidential information.

Preferred Qualifications

• Bachelor's degree in human resources, business, or a related field.
• Experience working in higher education.
• Experience conducting candidate screening interviews.
• Experience with an applicant tracking system (ATS) or human resources information system (HRIS).
• Experience using AI tools such as ChatGPT or Microsoft Copilot.
• Working knowledge of Form I-9 and California employment requirements.
• a PHR or SHRM-CP certification, or progress toward certification.