Unit Services Assistant will perform administrative duties in support of, and as a member of, the University Services Human Resources team. The position will also be the primary staff person distributing departmental mail and answering the main unit phone to direct callers to the appropriate resource within one of University Services’ departments.
Duties may include:
Monitor HR Email Inbox and respond to questions; escalate when appropriate
Maintain USD organization chart and phone list
Maintain electronic personnel files and coordinate digitization of paper files
Track timely Performance Excellence documentation completion and submission
Notify supervisors of upcoming deadlines
Review documentation for completeness and process
Maintain copy in employee’s personnel file
Notify Manager of late or incomplete documentation
Recruitment & Staffing:
Submit position requisitions in EBS as prepared and approved by HR Staff
Compile and distribute resumes to search committee following HR Staff review
May assist with HR review to verify minimum qualifications
Schedule work sessions and interviews for search committee
Position candidates at HR Staff’s direction
Draft offer letters for HR Staff’s review and approval; submit upon approval
Prepare and post Onboarding Checklist
Assist in documentation of HR processes
Answer USD main phone line and direct callers to appropriate unit/resource
Sort and distribute USD mail. Scan and email documents to staff working remote
Greet and register visitors to Angell Building
Coordinate use and maintenance of departmental leased vehicles (Maintain check-out log and schedule automotive maintenance per
Train unit staff to be able to provide backup reception coverage and communicate break/lunch periods
Unit Specific Education/Experience/Skills
Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; one to three years of related and progressively more responsible or expansive work experience in human resources functions or an area related to departmental operations or employment; or an equivalent combination of education and experience.
One to three years of experience in office setting; knowledge of University HR processes, policies and CBAs; experience using SAP; experience using electronic Applicant Tracking Software to post positions and track applicant review/selection process; ability to draft and edit professional business communications including emails, memos and forms; ability to exercise discretion and professionalism with matters of a confidential nature; Associate Degree; Bachelor degree in Human Resources, Management or Business preferred; Must possess intermediate knowledge of Microsoft Office Suite programs in order to efficiently create and edit documents including email and calendaring.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
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