"Human Resource Assistant (2134)"

Job Summary

This position provides administrative support to the Office of Human Resources. This position requires the incumbent to be involved on a daily basis with responsibility for handling changing priorities, needs, interruptions and deadlines in a fast-paced environment, comprised of complex and confidential issues where deadlines and accuracy of data must be maintained.

Administrative Support 100%

• Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.
• Provides front desk coverage which includes but not limited to:
  1. Greeting visitors in a friendly and courteous manner and providing assistance, as requested
  2. Screening and referring calls and visitors in a respectful, welcoming manner
  3. Providing information and/or explanations that require an understanding of the organization and of HR-related policies and procedures
• Providing professional services at all times
• Sorts and prioritizes incoming mail, both via postal service and with shared mail inboxes, maintaining confidentiality
• Researches, compiles, and conducts analyses to support HR projects, as assigned
• Performs routine entry, queries, maintenance and updates to databases
• Supports the maintenance of a central filing system for personnel files materials which includes scanning and organizing files for record retention and efficient retrieval.
• Assists with processing and tracking pre-employment screenings
• Assists with scheduling of appointments and maintaining shared calendars as requested
• Assists with onboarding new employees including temporary workers and volunteers. This includes but not limited to:
  1. Creating new files and records electronically
  2. Assisting with scheduling new hire appointments and schedules, preparing packets and assisting them with paperwork, verifying l-9s, etc.
     1. Tracking temporary employee's anticipated end dates and processing separations
• Collaborate with administrative support staff on ordering office supplies as needed
• Completes verifications of employment, within 2 business days of request.
• Assist Human Resources leadership in scheduling meetings, drafting correspondence, mailing/distributing documents, returning phone calls, etc.
• Support special projects and miscellaneous tasks as requested

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or any combination totaling one (1) year (12 months) from the following categories below:
   1. course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
   2. work experience performing basic human resource/payroll or general office support duties.

Knowledge, Skills, and Abilities Needed

To be successful in this position, the incumbent must meet all of the minimum qualifications identified by the SUCSS for this classification as well as the following skills and/or attributes identified as essential for this individual position:

1. Behavior Standards:Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent customer advocacy to both internal and external stakeholders through collaboration and partnership; compassion and respect: integrity and accountability; diversity and inclusion: as well as continuous learning and improvement
2. Confidentiality:Must maintain full confidentiality in all matters and possess the ability to exercise sensitivity to employee and management concerns and issues.
3. Communication & Interpersonal skills:Excellent communication and interpersonal skills are critical to the success and reputation of this unit, as is the ability to accurately communicate in a professional and respectful manner which will set the tone for how Human Resource sis perceived.
4. Customer Advocacy:Dedication to excellence in customer advocacy with both internal and external stakeholders, including the ability to look for creative solutions that meet the customer's need and the ability to tactfully deliver unpleasant answers when all feasible options are exhausted
5. Excellent computer skills:Demonstrated ability to work with a variety of software applications
6. Presence:Ability to present a professional image of Human Resources to the public, faculty and staff, including demeanor and appearance.
7. Multi-tasking:Skilled at managing multiple priority activities to meet tight deadlines. Requires skill in time management, priority setting, and ability to adjust appropriately to distractions and changing priorities and still produce a quality work product/service.
8. Thoroughness:Ability to work effectively with large amount of data and maintain accuracy and attention to detail.
9. Laws&Procedures:A thorough understanding of the state and federal laws governing employment and employee benefits including the State Universities Civil Service Statute and Rules, Collective Bargaining Agreements, the Affordable Care Act, federal and state leave laws, and the Office of Human Resources procedures, as they apply to successful performance as an HR professional.
10. Sensitive to the needs of under represented minority populations.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

About Southern Illinois University - School of Medicine

SIU School of Medicine was established in 1970 with a mission to educate physicians for central and southern Illinois. We are a medical school with four areas of excellence: medical education, patient care, research and community service. SIU School of Medicine provides education to undergraduate medical students, medical and surgical residents, fellows, and physician assistant students. Our clinical practice, SIU Medicine, includes a team of more than 250 health care professionals including university physicians and faculty members who are collectively dedicated to providing excellent medical care, advancement of care through research, and training the next generation of physicians. As the premier provider of health care services, SIU Medicine offers both primary care and specialized treatment services including preventative and diagnostic. SIU works in partnership with hospitals and clinics throughout central and southern Illinois to meet the health care needs of our communities.