Senior Administrative Assistant, Office of Human Resources
Utica College, a small comprehensive college in Upstate New York, is seeking a Senior Administrative Assistant in the Office of Human Resources. The Senior Administrative Assistant will provide a wide range of general administrative support to the Office of Human Resources, particularly in the area of employment/recruitment. The incumbent will require thorough knowledge of departmental and college-wide operations and policies and exercises independent judgment in the absence of established procedures and discretion in the dissemination and handling of highly confidential information. Additionally, the incumbent functions as an assistant to the Vice President of Human Resources & Personnel Development. Serves as main point of contact for internal and external customers of the department.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
General Office Responsibilities: Performs office administrative duties including general correspondence, calendar management for the office, answering main HR phone line, faxing/copying as needed, filing, ordering office supplies, scheduling meetings, handling office mail, taking minutes at meetings upon request, responding to general in-person or email inquiries (email that comes through email@example.com, in addition to inquiries to personal email); Processes payment/requisitions for advertising and as needed for other vendors; Prepares and drafts all employee correspondence including but not limited to new hire letters and letters related to changes in employment status (change of pay, title, supervisor, etc); Maintains electronic job description files for exempt and non-exempt staff; Maintains official personnel files for exempt and non-exempt staff and assures files are in compliance and contain only official and appropriate information; Develops and maintains detailed procedures respective to the position; Contributes to the success of the Office of Human Resources by providing information about human resources policy and procedure, acting as a backup for other positions as needed, working cooperatively with other departments and performing other duties as assigned; Participation in training efforts, as necessary and appropriate; Works with supervisor to develop specific goals that support Utica College’s operational plans. This is done at least annually through the annual performance evaluation process, however review of goals will occur throughout the year; Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators; Responsible for the weekly PPW/PAF process from the time the paperwork is received by the Office of Human Resources through the follow-up after the PPW/PAFs are signed by the President’s Cabinet; Upon leadership approval of preliminary position worksheet, notifies requestor of position approval and next steps in the process; Responds to general inquiries regarding employment opportunities by applicants in person, in writing, online, and on the telephone; Administers skills assessment tests for support staff as part of the hiring process as needed.
Other duties: Monitors departmental budgets and ensures the appropriate budget handlers are notified of any issues; Assists with special projects such as open enrollment, coordination of recruitment fair activity, wellness initiatives, new hire orientation, and more; If workload allows for it, coverage in other College offices is expected.
Associate degree and 3-5 years of relevant experience required; Bachelor degree in human resources or a related field preferred; Technical knowledge and experience in the human resources function desirable especially recruitment; Working knowledge of Banner system and applicant tracking systems strongly preferred.
To apply, submit a cover letter, resume, three professional references, and a diversity statement. All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Active consideration of candidates will begin immediately and continue until the position is filled. References will be checked for candidates invited to campus.
Utica College is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.
About Utica College
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.