"HR Office Assistant"

Job Details

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Position Title: HR Office Assistant

Job Category: University Staff

Employment Type: Regular

Job Profile: HR Assistant

Job Duties: This position supports the Human Resources Department. The Human Resources Office Assistant provides front office duties including opening and closing the office, reception, office management, general human resources assistance including some data entry with a strong customer service focus. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Facilities Planning & Management, Budget, Human Resources, Information Technology Services and Police & Parking Services.

UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.

The review of applications starts on October 31, 2025. Applications received on or before October 31st are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.

Key Job Responsibilities:

1. Human Resources Activity
   • Assist with the coordination and administration of the Criminal Background and Misconduct Reference Check Processes
   • Coordinate the onboarding process and help manage the checklists for new employees
   • Assist with the administration and tracking of the I-9 program
   • Assist with the general coordination and response to unemployment claims
   • Assign incoming inquiry tickets in Ivanti and route to the appropriate individual
   • Daily appointed tasks which may include verification of employment, miscellaneous email requests, employee recognition, payroll deductions and questions, unemployment, directory updates
2. Office Management
   • Open the office at 7:45 am to assist customers and close the office at 4:30pm Monday through Friday
   • Provide front office customer service and reception during office hours. Arrange for coverage during scheduled absences
   • Create and maintain front office procedures
   • Respond to visitors regarding basic HR functions, answering when able or consulting with appropriate personnel. Route questions as appropriate
   • Opening the office, coordinate the mail process, answer the department telephone, check voicemail messages responding promptly or refer customers to the appropriate HR staff member
   • Provide inventory control of office equipment, supplies, forms and keys. Complete necessary paper work for approval to order supplies and equipment maintenance as needed. Initiate work order requests when necessary
   • Assist the Human Resources with day to day activities
3. Personnel Records Coordination
   • Create, maintain and manage personnel files to ensure documents are filed correctly and in a timely manner
   • Close out personnel files according to department practices and records retention requirements
   • Maintain I-9 files & coordinate records retention / destruction according to USCIS and state guidelines
   • Assist HR Leadership team with information/file gathering as it pertains to litigation/arbitration of labor relation issues, formal lawsuits, and open records requests
4. Miscellaneous
   • Assist the leadership team in the coordination of special events to include training /staff development functions, recognition and other HR related events
   • Maintain & update office bulletin boards to include electronic boards throughout campus
   • Attend departmental staff meetings and record minutes when requested
   • Serve on university committees as assigned
   • Other projects and duties as assigned by HR Leadership team

Department: Human Resources

Compensation: $17.67 / hour

Required Qualifications:

• High School Diploma or equivalent and 1 year of office/clerical work experience
• Ability to work independently and in a team or group setting
• Demonstrated exceptional “customer first” service skills (friendly, engaging, helpful)
• Knowledge of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint
• Knowledge of standard office equipment (multi-line telephone, copy/printer/fax)
• Excellent oral and written communication skills and practices
• Strong attention to detail with high organizational skills in a fast paced office environment
• Ability to prioritize and switch tasks repeatedly based on customer service activity
• Ability to maintain confidentiality as it relates to payroll, benefits, and other HR information

Preferred Qualifications:

• Office management experience
• Knowledge of state human resources statutes, rules, procedures and practices
• Experience in human resources office functions
• Higher education experience

How to Apply: Required application documents: Cover letter, Resume

Contact Information: Anna Jobe ajobe@uwlax.edu