The Human Resources Assistant (HR Assistant) provides direct administrative support and assistance to the Recruitment Manager, and performs research, processes communications, maintains files, and prepares correspondence for members of the Human Resources Leadership Team pertaining to all aspects of employee & labor relations, performance management, University policies, Human Resources policies and procedures, and relevant laws. As such, the incumbent is a confidential employee as defined in M.G. L. Chapter 150E, Section 1. The Human Resources Assistant assists with activities related to the talent acquisition process including, but not limited to, data entry, maintaining and processing hiring transactions, files records, reports, invoices, job postings, advertisements, notifications, and processing forms for candidates, and relevant companies and state agencies. The Human Resources Assistant maintains regular communications with members of the Human Resources Leadership Team, representatives of other state agencies, institutions of higher education, union officials, and members of the UMass Dartmouth management team and UMass System. Exceptionally high degree of confidentiality, discretion, and customer service are required of this position.
The Human Resources Assistant reports to the Recruitment Manager.
May supervise employees of a lower classification or student employees
Hours: 9:00 a.m.-5:00 p.m.
Weekly Salary: $953.42
Examples of Duties (Essential Functions):
- Conducts research, gathers confidential information, performs analyses, makes recommendations, and types memoranda on a range of matters, including, but not limited to, University Human Resources policies and procedures, relevant laws, rules and regulations, general university policy, collective bargaining agreements, contract negotiations, and other employee and labor relations issues; confers and informs internal and external stakeholders on such information, as necessary.
- Assists with activities relating to the recruitment and selection process including, but not limited to, data entry, maintaining and processing files, records, reports, invoices, job postings, advertisements, notifications, and forms to candidates, relevant companies and state agencies.
- Utilizes current University computer applications and programs such as Microsoft Office, PeopleSoft, Background Check System, Applicant Tracking System, etc.
- Assists in processing appointment letters, re-appointment letters, and corresponding documentation for new or current University administrators, faculty and staff.
- Processes electronic Personnel Action Forms for all University employees and perform data entry into the current Human Resources Information Systems (HRIS) according to standard operating procedures; generates queries.
- Assists with the performance evaluation process including querying information; updating spreadsheets; completing, mailing, and tracking evaluations; calculating return rates.
- Assists in designing, updating, and posting of University departmental organizational charts, to include the updating of organizational chart books.
- Maintains and updates paper and electronic information and files; makes appropriate distributions as necessary.
- Cross-trains in other human resources functions in order to provide support and/or backup when necessary.
- May supervise employees and work-study students.
- Performs other duties as assigned.
EDUCATION: Bachelor’s Degree or equivalent combination of education, training or experience to successfully perform the essential functions of the position.
EXPERIENCE: Demonstrated three years of full-time or equivalent part-time experience in office management, office administration, business administration or business management.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to communicate effectively orally and in writing.
- Ability to work independently, take initiative and exercise sound judgment.
- Ability to exercise discretion in handling confidential matters.
- Ability to supervise, give direction, and manage projects.
- Working knowledge of word processing and spreadsheet programs.
- Working knowledge of general office procedures.
- Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
PHR or SPHR certificate.
Previous Human Resources experience in an institution of higher education.
- Work generally performed in an office.
- Frequent work performed with other people.
- Frequent interactions with staff, managers and applicants.
Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of positions of the Human Resources Assistant position.
Frequent work at a rapid pace.
Physical Activity Frequency
Lifting/Carrying (20 lbs.)-Occasional
Frequency Key (hours per day): Never = 0 hours; Rare = up to 1 hour;
Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7½ h ours.
Tools and Equipment Used:
- Standard office machines and equipment
- Personal Computer
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline to apply is May 29, 2019.