"Office and Employment Assistant"

Job Details

About Salve Regina University:

Salve Regina University, ranked as one of the most transformative colleges in the United States by Money Magazine, is a comprehensive Catholic University located in the scenic coastal community of Newport, Rhode Island. The University's commitment to academic success and personal discovery extends beyond its historic campus into a dynamic world where the application of higher thinking and skill are most valued. Salve Regina offers bachelor's and master's degree programs, graduate certificates, and doctoral programs in humanities, international relations and nursing. Enrollment includes more than 2,600 undergraduate and graduate students from across the U.S. and around the world.

Job Description:

BASIC FUNCTION:

The Office and Employment Assistant is an entry-level role that serves as the first point of contact for the HR office and provides administrative support across multiple HR functional areas. Working collaboratively with HR staff, this position assists with a broad range of tasks throughout the employee life cycle, from recruitment to separation. The role also assists with organizing, coordinating and implementing HR projects to ensure effective outcomes and positive employee experiences.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the primary contact for walk-in visitors and the daily administrator of the HR Office mailbox and general phone line.
• Responsible for all general clerical duties of the office, including but not limited to filing, ordering and maintaining office supplies, reconciling the HR Office credit card, photocopying, printing, billing and basic office orderliness.
• Support the area of employment by performing various tasks including, but not limited to creating electronic employee personnel files, saving applicable HR related documents within employee personnel files, sending accurate HR Notify communications, processing background screenings, obtaining reference checks, communicating with applicants throughout the hiring/onboarding process via email and the applicant tracking system (Interview Exchange) and communicating with hiring supervisors regarding applicant status and background check/reference screening results.
• Ensure compliance with Rhode Island new hire reporting, federal I-9 and E-Verify requirements, including submission of required employee information and documentation, and updating I-9 records, if necessary, when an employee's immigration status is modified or a name change occurs.
• Issue the monthly HR newsletter, including coordinating, enhancing and finalizing content, as well as submitting to Marketing and Communications in a timely manner.
• Enroll applicable employees into appropriate learning plan(s) through the United Educators learning management platform.
• Ensure timely required training registration of new and transferred employees, deactivate separated employees, and provide enrollment and course completion reports upon request.
• Responsible for tasks related to employee status changes, name and address changes, and separations including notifications and changes to systems of record. Collaborate with the Sr. Employment Specialist to ensure supervisors and employees are provided with associated resources and effectively follow up on completion of required tasks.
• Create and manage accurate records in Colleague for Sodexo employees and other individuals with non-employee status (VITO). In addition to vendor employees, this may include volunteers, interns and temporary employees.
• Assist with the coordination of all HR events, taking the lead on the Years of Service/Retiree Awards Ceremony and Staff Appreciation Social, and assisting as requested with New Employee Orientation, Employee Benefits and Wellness Fair and on-site employee development workshops/meetings.
• Update and maintain monthly employee directories and listings for the University ensuring current information is accessible through the HR Campus page. Contact new hires to obtain office and phone extension details and update Colleague, when applicable. Maintain Colleague records for all office changes and use HR Notify communications to inform relevant parties of updates.
• Initiate separation checklist for all departing employees. Create bi-weekly electronic records for others within HR/Payroll to access and update applicable checklists, as needed.
• Responsible for monitoring new or recently promoted employee probationary periods. Send reminders to supervisors to complete and submit review in a timely manner and follow up as needed to ensure completion of the 90 Day Review and the Onboarding Checklist.
• Responsible for tracking receipt of various required employee documents, including annual performance reviews, conflict of interest disclosures and supervisor offboarding checklists.
• Responsible for processing monthly check requisitions for pre-employment background screening invoices, reviewing charges with the Associate Director of HR, Compensation and Employment, when appropriate.
• On a quarterly basis, review documents and links posted on the HR campus site, HR webpage, and bulletin boards. Ensure links are active (where applicable), provide recommendations for document changes to HR colleagues when necessary.

OTHER DUTIES AND RESPONSIBILITIES:

• Assist HR team with tasks and duties, as needed.
• Assist in all special projects of the HR office.
• Occasional lifting and moving materials, up to 20 lbs in weight.

LICENSES, TOOLS AND EQUIPMENT: N/A

ENVIRONMENTAL CONDITIONS: The incumbent is not substantially exposed to adverse environmental conditions.

PAY RANGE: The hourly pay range for this position is $20.22 to $23.50 per hour. The final rate of pay will be determined at the employer's discretion based on the selected candidate's experience, relevant skills, and qualifications, as they relate to the required and preferred qualifications outlined in the position description.

Requirements:

Required:

• High school diploma or GED equivalent required and 2 years of administrative or office support experience.
• Highly organized and efficient; with attention to detail and accuracy with the ability to manage multiple tasks and deadlines.
• Positive and personable demeanor; enjoy working with a diverse range of individuals and ensuring employee requirements and needs are met first.
• Strong communication skills, both oral and written, with ability to respond to employees in a tactful and professional manner.
• Ability to work effectively both independently and as part of a team.
• Understanding, empathetic and relatable.
• Professional integrity with sense of responsibility and accountability.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with Microsoft Office Applications (Word, Excel, Outlook).

Preferred:

• Associate's degree in human resources or business related field.
• Over two years of administrative or office support experience.
• Prior work experience in a Human Resources office or higher education environment is a plus.
• Familiarity with HRIS systems (e.g., Colleague or similar platforms) and applicant tracking systems.
• Experience assisting with employee onboarding, I-9/E-Verify processing and employee records management.
• Experience supporting HR projects or employee lifecycle processes.

Additional Information:

Salve Regina University offers generous benefits to eligible employees including (waiting periods apply): health, dental and vision coverage available on the first of the month following date of hire; 403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services; long-term disability coverage; employer-paid life and AD&D insurance; up to 100% free tuition at Salve for eligible employees and qualified dependents; robust wellness program and free access to the on-campus Fitness Center. Other available benefits include: supplemental life insurance for employees and dependents; supplemental insurance coverage through Aflac; Tuition Exchange scholarship program... For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits.

Application Instructions:

Applicants must apply online for any open staff and faculty positions by providing a cover-letter and resume. Pre-employment background checks and reference checks are required of successful candidates. Salve Regina University participates in E-verify. Please provide three professional references (1 current/former supervisor, 2 colleagues)... URL: www.salve.edu