Administrative Assistant II - Human Resources

Workweek

40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Responsible for providing advanced administrative support to the Administrator, Department Chairs and faculty within the assigned College department and/or division. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the Division.

The Administrative Assistant II, Human Resources, provides essential operational and administrative support to ensure the smooth functioning of HR processes and services. This role is responsible for maintaining accurate employee data within the Colleague HRIS system, including processing new hires, terminations, transfers, and updates to employee records such as name and address changes. The position also manages financial administrative tasks, including processing invoices and credit card billing.

Serving as a key point of contact, the assistant greets visitors to the HR suite, supports I-9 employment eligibility verification, and coordinates logistics for meetings by scheduling, preparing agendas, and recording notes. Additional responsibilities include submitting work orders to Facilities and IT, ordering office supplies, responding to employment verification requests, and actively monitoring and responding to inquiries in the HR inbox.

This role requires strong attention to detail, organization, and customer service skills to support a responsive and efficient HR function.

• Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members
• Create and maintain a variety of documents (e.g. forms, presentation materials, meeting agendas, minutes, etc.), aligning with branding standards of the College
• Provide administrative support for projects (e.g. reports, communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes
• Assist with meeting/special event preparation (e.g. team meetings, committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration
• Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
• Coordinate external divisional/departmental as requested by Administrator, including but not limited to programming observations held at an off-campus location and external agency assessments
• Develop and maintain a working familiarity with the College Strategic Plan and related activities
• Assist in data gathering, documentation, and preparation of various department procedures
• Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports
• Facilitate the Administrator's academic administrative processes, including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations
• Enter data and extract information from the College’s ERP or other College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds
• Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures
• Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
• Maintain an…