Administrative Assistant – Office of Human Resources
Administrative Assistant – Office of Human
Resources
Salary: Commensurate with experience
Benefits: Generous
benefits include paid time off including holidays and vacation, retirement
match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: Office of Human Resources
Position Status: Full-time (35 hours per
week)
Hours: Generally Monday through
Friday 8:30am -4:30 p.m.(may vary at times)
Position Number: 000562/30-460
FLSA Status: Non-exempt
POSITION
SUMMARY:
This is moderately
difficult and varied clerical work in a fast-paced, service-oriented and
high-volume office. Work is performed
under the general direction of the Director of Employment and Recruiting and
reviewed in conference and by observation of results obtained. Hours and days of work may vary, but
generally will be Monday-Friday 8:30 a.m. – 4:30 p.m. Scheduling flexibility is expected during
certain times of the year, i.e. upstart of the academic year.
DUTIES AND RESPONSIBILITIES:
(This list is neither absolute nor restrictive, but indicates
approximate duties and responsibilities which may be redefined pursuant to
operational needs.)
Provides
clerical support to the recruiting staff.
Greets and
directs employees, students, and other individuals who contact the office in
person, by phone, or via email; supplies routine information on departmental
procedures or directs visitors to the appropriate person.
Coordinates
appointments and assists employees with new hire tax paperwork and other
employment related forms; provides guidance to and answers questions from new
hires on use of Cornerstone Onboarding system.
Assists job
applicants with inquires related to resume submission via Cornerstone applicant
tracking system and general employment process.
Upon
guidance from recruiters, updates applicant and requisition records in
applicant tracking system.
Provides
back up assistance to the HR Recruiting Assistant for student employment
onboarding.
Routinely
posts positions in Cornerstone and/or Interfolio and with various online
employment advertising vendors as requested in timely manner.
Coordinates
pre-employment physicals and drug screens for select new hires and submits
forms to the testing site; ensures lab has current testing rubric per
employment classification; explains the process for physical and/or testing and
attending the pre-employment physical appointment, reviews the Pittsburgh
Medical Marijuana Act attestation for those positions that require
pre-employment testing and follows the established procedure; provides
direction and information to applicants as needed; follows up with Benefits
Manager when results are received and communicates to the Recruiter if and as
needed.
Contacts new
hires to remind them of needed actions in onboarding process and sends a
welcome email with instructions.
Schedules
job applicants for interviews and computer testing as requested; reviews
testing procedures and documents results as appropriate.
Reviews and
processes credit card payments and invoices in a timely manner for recruitment
related expenses; receives regular training and alerts supervisor of any
irregularities.
Advises
Public Safety when new staff need card access to Human Resources in Koren
Building and when staff are to be removed. Maintains spreadsheet.
Sorts,
updates and files correspondence, vouchers, forms, documents and other
materials.
Opens,
stamps and sorts incoming mail; routes and distributes mail to appropriate
person.
Schedules
requests from staff for use of the Nursing Mother’s Room; requests card access
from Public Safety; maintains schedule on electronic calendar in Outlook;
periodically checks on room and reports any issues.
Coordinates
all requests for general repairs, projects, and emergency maintenance for the
Human Resource Office to Facilities Management using appropriate software
reporting tool.
Provides
clerical assistance to the CHRO or other staff as assigned.
Provides
training to student aide(s) and may oversee as needed.
Arranges
shred bins to be picked up/emptied/replaced on an as needed basis.
Prepares
mailing requisitions, mailings and sends to Mailing Services as needed.
Copies
contents of personnel files, as requested, and prepares invoices for
reimbursement to Duquesne University; follows up as needed to ensure reimbursement.
Orders
office supplies for the Office.
Maintains
keys to various filing cabinets, posting boards, 608 Libermann Hall, and
miscellaneous Human Resource keys.
Opens the
office each morning and closes the office at the end of each day,
locking/securing the doors and locking cabinets that contain confidential
information.
Serves as
primary administrator for the PAT bus pass program; coordinates activities with
PAT and the University employees partaking in the program.
Works
effectively with other front office staff members to ensure smooth functioning
of the office during peak periods of activity such as the beginning of the
Academic Year, Benefits open enrollment, etc.
Assists with
various audits as requested.
Updates/maintains the VISA tracker as needed
and notifies the Director or designee of any issues.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Work requires a minimum of a high school
diploma or equivalent and 2-3 years of related office support experience.
Professional business casual
dress is required.
Preferred
qualifications:
An Associate’s degree and experience in a
service-oriented and high-volume office setting, prior experience in Human
Resources and prior experience onboarding new hires preferred.
Alternately, the
successful candidate may possess any equivalent combination of experience and
training, which provides the knowledge, skills and abilities required to
perform the essential job functions. This includes, but is not limited to, the
following:
Demonstrated proficiency with current Microsoft
Office Suite: Word, Excel, PowerPoint and Access as well as Outlook e-mail.
Excellent organization skills.
Ability to detail oriented.
Ability to maintain complex clerical records
and prepare reports from such records.
Ability to operate a multi-line telephone
system.
Ability to use sound judgment and to make
decisions in accordance with established regulations, policies and procedures.
Ability to work with sensitive and confidential
information.
Ability to be service and team oriented with a
high emphasis on customer service.
Ability to understand and follow oral and
written instructions and to ask questions when clarification is needed.
Ability to produce accurate work in an
efficient manner.
Ability to complete work accurately in a
setting where frequent interruptions occur.
Commitment to the value of continuing
education and learning.
Ability to
establish and maintain effective working relationships with the University
Community.
Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community.
APPLICATION
INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
Duquesne University was founded in 1878 by its sponsoring religious community,
the Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.