Job description
Position summary
The Human Resources Administrative Assistant provides comprehensive administrative and operational support to the Human Resources Department. This position serves as a primary point of contact for employees, applicants, managers, and external partners while supporting HR functions including recruitment, onboarding, employee records management, benefits administration, training coordination, and compliance activities.
The ideal candidate is highly organized, people-focused, technologically proficient, and committed to maintaining confidentiality while supporting a broad range of employees and stakeholders. This position operates in a hybrid work environment, balancing onsite employee support with remote administrative responsibilities.
Essential duties and responsibilities
Human resources administration
- Provide administrative support for recruitment, onboarding, employee relations, benefits, and performance management activities.
- Coordinate interview scheduling, candidate communications, and onboarding processes.
- Prepare employment-related documents, correspondence, reports, and personnel actions.
- Prepare and maintain employee personnel files and electronic records in compliance with organizational, state, and federal requirements.
Employee support
- Serve as the first point of contact for employee and applicant inquiries.
- Assist employees with HR-related questions regarding benefits, policies, procedures, and employment programs.
- Deliver exceptional service while maintaining professionalism and confidentiality.
- Support employee engagement, recognition, wellness, and organizational events.
HR systems and data management
- Maintain Human Resources Information System (HRIS) records.
- Generate reports related to recruitment.
- Assist with audits, compliance reviews, and reporting requirements.
Recruitment and onboarding
- Coordinate applicant tracking, interview scheduling, and candidate communications.
- Prepare offer letters and onboarding materials.
- Support recruitment outreach initiatives.
Compliance and records management
- Ensure compliance with applicable employment laws, policies, and regulations.
- Maintain confidentiality of personnel records and sensitive employee information.
- Support preparation for audits, accreditation reviews, and regulatory reporting.
- Monitor HR documentation for completeness, accuracy, and compliance.
Knowledge, skills, and abilities
- Proficiency in Microsoft Office Suite, SharePoint, and HRIS platforms.
- Ability to handle highly confidential and sensitive information with discretion.
- Strong organizational, communication, and customer service skills.
- Excellent attention to detail and data accuracy.
- Ability to manage multiple priorities in a hybrid work environment.
Hybrid work expectations
This position is eligible for a hybrid work arrangement following successful completion of the onboarding period. The employee is expected to work a minimum of three (3) days per week onsite and up to two (2) days remotely, based on departmental needs and supervisor approval.
Regular onsite presence is required for:
- Employee support and in-person HR services
- Recruitment interviews
- Processing confidential personnel documentation
- Other HR-related activities requiring onsite participation
Employees working remotely are expected to maintain productivity, responsiveness, confidentiality, and adherence to all HR and information security policies.
Minimum qualifications
- Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, or (B) any equivalent combination of the required experience and the substitutions. (Substitutions: An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.)
- Thorough knowledge of office systems with the ability to use a range of technology, systems, and software packages (i.e., Microsoft Office - Word, Power Point, Excel, Access).
- Ability to independently handle multiple work projects.
- Ability to effectively handle a broad range of interpersonal contacts including those at a higher level and those sensitive in nature.
- Attention to detail.
- Ability to independently handle multiple work projects.
Preferred qualifications
- Associate's or Bachelor's degree in Human Resources, Business Administration, Public Administration, or related field.
- Three or more years of administrative support experience, preferably in Human Resources.
- Experience with HRIS systems.
- Experience coordinating recruitment, onboarding, benefits administration, or personnel records management.
- Knowledge of employment practices, confidentiality requirements, and HR compliance standards.
- Experience working at a community college or other institution of higher education.
- Familiar with Colleague-Ellucian.
- Familiarity with a unionized environment.
Additional information
Salary: $2,405.69 Biweekly | $62,547.94 Annually - (Non-Unit Classified position - Grade 17, Step 1)
Review date: Until filled
Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.
Please note that as a condition of employment, the final candidate will undergo Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) background screenings in accordance with state regulations. The results of these screenings may impact the hiring decision.