HR Customer Service and Onboarding Assistant

General

Summary:

The HR Customer Service and Onboarding Assistant will provide routine administrative duties to support the daily operations of the Department of Human Resources. The incumbent will greet, direct and/or provide assistance to both internal and external customers; receive and direct internal and external phone and e-mail inquiries and when necessary, field inquires to appropriate staff person; receive, sort and distribute mail;

prepare selected correspondence; and proofread and type documents. They will run reports and conduct database queries; gather, update and enter information into departmental and/or university databases and systems; and will schedule meetings for departmental directors and managers. The incumbent will be responsible for interacting with a wide variety of staff, faculty and students to provide information and to direct them to the appropriate source for resolution of an issue.

Examples of Duties:

GENERAL CUSTOMER SERVICE

* Provide routine administrative support for the Human Resources Department; greet and direct visitors; respond to internal and external phone and e-mail inquiries; field inquiries and relevant paperwork and forms to appropriate staff person; provide regular information to existing and prospective employees, as well as students and the general public; receive, sort and distribute mail to appropriate individuals within assigned unit.

* Provide coverage for staffing the reception desk and act as the front-facing representative of the office in providing excellent customer service to faculty, staff and students when needed.

* Provide routine information to and coordinate efforts with staff, and other internal and external departments, agencies and/or customers to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities relevant to the employee life cycle;

* Collect and develop a "Frequently Asked Questions" document for HR front desk staff, identify answers and review with other HR colleagues confirm accurate and timely responses,

* Review and conduct employment verifications and notify requestors of employment status; process and compile information for verification letters for both current and former employees;

* Assist employees with parking deductions, name and address updates and routine payroll information changes in HR Direct People Soft.

HR OPERATIONS/OFFICE MANAGEMENT

* Monitor inventory levels of departmental office supplies to ensure adequate supply levels and to maintain the smooth operation of the department; create and maintain database of inventory and supplies to document what is needed; responsible for order office supplies and business cards for HR departmental staff;

* Assist the Business and Operations Manager with administrative tasks, such as reserving location for seminars, trainings and events, preparing mailings,

* Schedule meetings for departmental managers and senior staff; schedule time and location and reserve required facilities; check availability of parties involved; communicate with university departments if specific equipment or requirements are needed to accommodate the meeting

* Assist the Business and Operations Manager with uploading personnel file.

* Assist the Business and Operations Manager with processing journal vouchers for the advertisements.

* Provide HR Generalists with administrative support.

HR RECRUITMENT & ONBOARDING

* Respond to routine inquiries from job applicants regarding the application process and application status; refer inquiries to HR Generalists, when appropriate.

* Coordinate all new temporary, non-benefited (03), NTT hires:

* respond to initial requests via HR Direct email,

* update and maintain onboarding tracking list for 03 hires:

* send welcome letters/packages to new 03 hires and schedule I-9 appointments,

* execute I-9s and run background checks.

* Oversee and execute personnel files:
Download the pre-employment paperwork to One Drive and share with data team. Follow up with the employees to complete onboarding actions (I-9, employment paperwork, background check).

* Provide back up to the Recruitment and Onboarding Coordinator for benefited searches via Page Up.

HR ADMINISTRATIVE

* Gather, update and enter information into respective departmental and/or university databases and/or systems to ensure current, accurate, organized and accessible records and retrieve information from files, and run reports as directed;

* Manage HR Exit Interview reports from Survey Monkey and share with relevant HR staff members for review;

* Manage the HR tracking lists for completed 'Conflict of Interest' training and performance evaluation forms;

* Assist the Compensation and Recruitment area with locating job descriptions in personnel files, as needed.

* Assist with updating HR forms for DocuSIgn and upload the files to Soft Docs as needed.

* Assist with utilizing various software such as Adobe Acrobat and Visio to create new forms and organizational charts,

* Perform other…