Job Description
The Office of Human Resources seeks an Office Manager to join our HR team. The position provides front-line customer service, administrative support, and management of front office operations.
Responsibilities
Administrative Support / Office Management
- Provides front-line customer service and manages communications from incoming phone calls, messages to the general HR e-mail accounts, and all in-person visits to the Human Resources Center to address customer service inquiries and triage services to HR team members, as appropriate
- Receives and processes all incoming HR paperwork and mail to distribute documents to the appropriate team members, route forms for approval, ensure timely distribution of outgoing mail, etc.
- Provides administrative support to HR leadership team, which includes calendaring, providing support for meetings, committees, events, etc.
- Provides administrative support to all HR functional teams during peak workload periods
- Coordinates travel arrangements and assists with travel reimbursement procedures for the HR leadership team, as needed
- Coordinates and executes purchasing for the Office of Human Resources (e.g., invoice processing, vendors, transfer vouchers, etc.) and serves as back-up for HR monthly budget reconciliations, etc.
- Maintains inventory of equipment and supplies and manages surplus of office items
- Serves as HR point of contact for all IT security audits, records retention, and reporting
- Supervises work study students, including coordination of training and weekly expectations for office/functional team support
- Manages front office logistics, operations, and coverage
- Manages general HR inquiries via e-mail and the TDX Ticketing system
HR Operations
- Completes verification of employment requests for employees and external agencies, provides documentation of separation notice requests, and responds to unemployment claim requests, including coordination of additional engagements of HR leadership team members, as needed
- Manages temporary and student hiring process in DASH, ensuring timely completion of I-9 and e-verification procedures
- Initiates criminal background checks for temporary and student hires, as appropriate
- Manages employee and dependent fee waiver process, including determination of eligibility, processing of a few waiver forms, and fielding any fee waiver questions
Project and Event Management
- Manages HR service calendar, including timelines, achievement of milestones, project management, and administrative/logistical support, etc.
- Collaborates with Chancellor's Office staff to provide administrative support to the Moc's Golden Feather Award Program, Service Awards Recognition Luncheon, Blue & Gold Memorial Event, etc.
- Provides event management and logistical support for HR services and programming, including but not limited to registrations within the K@TE learning management system (LMS), event space reservations, catering orders, management of attendance records, purchasing, event set-up and breakdown, distribution of communications, meeting coordination, etc.
The ideal candidate will demonstrate the following:
- Excellent verbal and written communication skills
- Working knowledge of Microsoft Office programs, including MS Word, Excel, PowerPoint, and Outlook
- Excellent interpersonal and customer service skills
- Strong attention to detail
- Ability to multi-task in a fast-paced environment
- Ability to be detail-oriented and effectively meet deadlines
