Clark University’s Office of Human Resources seeks to fill the position of Human Resources Assistant. Reporting to the Associate Director, the successful candidate will provide administrative support to the Human Resources team and will act as the first point of contact for faculty, staff, and visitors to the Office of Human Resources.
The Human Resources Assistant will assist with Clark University’s employment process by providing administrative support for the University’s on-boarding process, which includes generating search forms, creating search folders in Outlook, posting faculty and staff positions, coordinating candidate meetings with Human Resources, and assist with the coordination of the collection of on-boarding and exiting documents for all employees of the University.
The Human Resources Assistant will support and maintain various HR databases, personnel files, candidate and new hire packets, provide office support by ordering supplies, process payments, and ensure confidential files are properly stored.
Duties and Responsibilities- Included in a range of responsibilities, the Human Resources Assistant will:
Maintain a professional environment at the front desk area while interacting with visitors to Human Resources; responsible for answering the phones, greeting all visitors, and assisting as needed.
Respond to all inquiries regarding employment and/or salary verifications from current and former employees and third party vendors; this includes completion of signed release forms, and assist with drafting letter of verification.
Manage the HR e-mail in-box; sends out general announcements to campus partners.
Assist the Director with the budget reconciliation; process purchase orders, invoices, and input data into the E-procurement system (SmartBuy Plus).
Assist with monitoring and reconciling the Tuition Benefits and Tuition Exchange Program; receive, evaluate, research, and approve forms, route to Student Accounts; ensure the forms are tracked in the database.
Process Retired Faculty Health Reimbursements.
Generate the Quarterly Board of Trustees report on personnel changes.
Manage the communication of the 6-month review and annual review process; assist with tracking reviews.
Oversee the monthly reconciliation for administrative leave reports; communicate to managers and employees to ensure leave reports are completed.
Plan special events sponsored by Human Resources such as Long Service Luncheon, Staff Picnic, and Benefits Fair; Creates invitations, tracks RSVP’s, assist the Director with event planning- space, menu; orders gifts; update power point presentation for long-service.
Maintain monthly/annual updates for the HR website.
Assist with the hiring and training of student employees.
Assist with the exit process by ensuring employment files are properly closed and stored; schedule exit interviews.
Support of the employment process:
Administer the HR-Resumes and Search Committee e-mail accounts that serve as the university’s applicant tracking system; supervise student workers on the maintenance of these folders; ensure the database is up to date during search process.
Assist posting job advertisements for faculty and staff positions on both internal and external job sites; assist with managing the payment /renewal of job advertising purchases.
Assist with the collection of on-boarding documents for all faculty and staff new hires.
Maintain personnel files, including archiving and conducting audits to ensure employee files are accurate and in-compliance, proper storage & destruction of records; coordinate, organize and maintain employment files for staff and faculty; organize, edit and maintain HR files, forms and materials.
Track and ensure the completion, accuracy, and retention of mandatory forms (including I-9) for government compliance, tax forms, new hire folders, separations folders, position folders, etc.
Prepare and maintain HR materials such as new hire packets, general HR forms, and the electronic forms on the HR intranet page.
Other duties as assigned.
High School diploma required; additional degree preferred.
3- 5 years of professional administrative experience with strong customer service experience, required; experience within a human resources office preferred.
Prior experience updating, auditing and archiving personnel files in a Human Resources setting preferred.
High level of proficiency with Microsoft Office Suit products: Word, Access, Excel, and Outlook, required and experience with various databases related to e-procurement systems (SmartBuy)
Excellent organizational and time management skills.
Proven ability to juggle multiple tasks with interruptions.
Proven attention to detail and methods for ensuring accuracy.
Demonstrated ability to multi-task while maintaining a professional demeanor; capable of respectfully diffusing and appropriately redirecting employees with their concerns.
Ability to learn quickly and understand how each process relates to the larger goals of the office and the University.
Possess the ability to maintain confidentiality and discretion at all times and handle sensitive information with confidentiality and tact.
Prior exposure to accounting concepts or experience with budget reconciliation.
Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
This is a full-time, 37.5 hours per week, 12 month position with excellent benefits, which include employee and family tuition benefits, 4 weeks’ vacation, generous retirement plan, free use of campus fitness center and many more.
Review of applications will begin immediately. Salary will be commensurate with skills and experience. Please email résumé and cover letter to email@example.com. Applicants must reference Job code 199895 in the subject line to be considered for this position.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Internal Number: 199895
About Clark University
Founded in 1887, Clark University is a liberal arts-based research university committed to
scholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day.
Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change.
Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.