Administrative Assistant I
Job Summary
The Administrative Assistant I will provide essential front desk, receptionist, and administrative support services to the Office of Human Resources (HR) and the Office of Diversity and Equal Employment Opportunity (EEO).
This position serves as the first point of contact for employees, students, applicants, and visitors who interact with both offices, and plays a critical role in projecting a professional, welcoming, and service-oriented environment on behalf of the University. The position dedicates approximately 80% of time to supporting the Office of Human Resources and 20% to supporting the Office of Diversity and Equal Employment Opportunity.
Job Duties
Front Desk & Receptionist Services (Primary — Both Offices)
- Staffs the front desk and serves as the primary point of contact for all visitors, employees, students, applicants, and vendors who arrive in person to the Office of Human Resources or the Office of Diversity and Equal Employment Opportunity.
- Answers, screens, and triages all incoming telephone calls to both offices; directs calls to the appropriate staff member or department and takes accurate messages as needed.
- Greets all visitors in a professional, courteous, and welcoming manner; determines the nature of their visit and connects them with the appropriate staff member or resource in a timely fashion.
- Receives, opens, sorts, date-stamps, and distributes incoming mail and deliveries for both offices; prepares outgoing mail and coordinates courier and delivery services as needed.
- Monitors and maintains the reception area and shared office spaces to ensure a neat, organized, and professional appearance at all times.
- Manages visitor sign-in procedures and notifies appropriate staff of arrivals; exercises sound judgment in managing access to sensitive office areas.
Administrative Support — Office of Diversity & Equal Employment Opportunity
- Provides general administrative and clerical support to the Office of Diversity and EEO leadership and staff, including preparation of correspondence, reports, and standard forms.
- Assists with scheduling meetings, hearings, and other engagements for EEO staff; coordinates room reservations and prepares materials as directed.
- Receives and routes inquiries related to equal employment opportunity, Title IX, ADA accommodations, and related matters to the appropriate EEO staff member; maintains strict confidentiality in all interactions.
- Assists with maintenance of EEO case files, logs, and records in compliance with applicable legal requirements and institutional policy; exercises rigorous confidentiality in the handling of all EEO-related documentation.
- Supports the coordination of diversity and equal opportunity programs, events, and training activities as directed.
- Assists with preparation of EEO-related reports and data compilations under the supervision of EEO staff.
Administrative Support — Office of Human Resources
- Provides general administrative and clerical support to HR leadership and staff, including preparation of correspondence, memoranda, forms, and reports.
- Assists with scheduling, coordinating, and calendaring meetings, interviews, orientations, and other HR-related events; prepares meeting materials and room arrangements as directed.
- Supports new employee onboarding activities, including preparation of orientation materials, coordination of pre-employment documentation, and assistance with onboarding logistics.
- Assists with maintenance of HR files and records in compliance with applicable records retention policies and confidentiality requirements; supports transition to and maintenance of electronic recordkeeping systems.
- Processes routine HR forms, employment verifications, and similar standard requests under the direction of HR staff.
- Assists with posting and tracking of job announcements and applicant communications as directed.
- Orders and maintains office supplies and coordinates routine office equipment maintenance for the HR office.
- Provides support for HR events, employee recognition activities, and departmental communications as assigned.
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