Administrative Assistant - Office of Human Resources

Salary:               $22.00 - $23.60 per hour based on a 35 hour work week
Benefits:            Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location:                    Office of Human Resources
Position Status:          Full-time (35 hours per week)                                           
Hours:                        Generally Monday through Friday 8:30am -4:30 p.m.(may vary at times based on operational need)       
Position Number:       000562/30- 513             
FLSA Status:              Non-exempt

POSITION SUMMARY:
This is moderately difficult and varied clerical work in a fast-paced, service-oriented and high-volume office.  Work is performed under the general direction of the Director of Employment and Recruiting and reviewed in conference and by observation of results obtained.  Hours and days of work may vary, but generally will be Monday-Friday 8:30 a.m. – 4:30 p.m.  Scheduling flexibility is expected during certain times of the year, i.e. upstart of the academic year.

DUTIES AND RESPONSIBILITIES:
(This list is neither absolute nor restrictive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.)

Provides clerical support to the recruiting staff.

Greets and directs employees, students, and other individuals who contact the office in person, by phone, or via email; supplies routine information on departmental procedures or directs visitors to the appropriate person.

Coordinates appointments and assists employees with new hire tax paperwork and other employment related forms; provides guidance to and answers questions from new hires on use of Cornerstone Onboarding system.

Assists job applicants with inquires related to resume submission via Cornerstone applicant tracking system and general employment process.

Upon guidance from recruiters, updates applicant and requisition records in applicant tracking system.

Provides back up assistance to the HR Recruiting Assistant for student employment onboarding.

Routinely posts positions in Cornerstone and/or Interfolio and with various online employment advertising vendors as requested in timely manner.

Coordinates pre-employment physicals and drug screens for select new hires and submits forms to the testing site; ensures lab has current testing rubric per employment classification; explains the process for physical and/or testing and attending the pre-employment physical appointment, reviews the Pittsburgh Medical Marijuana Act attestation for those positions that require pre-employment testing and follows the established procedure; provides direction and information to applicants as needed; follows up with Benefits Manager when results are received and communicates to the Recruiter if and as needed.

Contacts new hires to remind them of needed actions in onboarding process and sends a welcome email with instructions.

Schedules job applicants for interviews and computer testing as requested; reviews testing procedures and documents results as appropriate.

Reviews and processes credit card payments and invoices in a timely manner for recruitment related expenses; receives regular training and alerts supervisor of any irregularities.

Advises Public Safety when new staff need card access to Human Resources in Koren Building and when staff are to be removed.  Maintains spreadsheet.

Sorts, updates and files correspondence, vouchers, forms, documents and other materials.

Opens, stamps and sorts incoming mail; routes and distributes mail to appropriate person.

Schedules requests from staff for use of the Nursing Mother’s Room; requests card access from Public Safety; maintains schedule on electronic calendar in Outlook; periodically checks on room and reports any issues.

Coordinates all requests for general repairs, projects, and emergency maintenance for the Human Resource Office to Facilities Management using appropriate software reporting tool.

Provides clerical assistance to the CHRO or other staff as assigned.

Provides training to student aide(s) and may oversee as needed.

Arranges shred bins to be picked up/emptied/replaced on an as needed basis.

Prepares mailing requisitions, mailings and sends to Mailing Services as needed.

Copies contents of personnel files, as requested, and prepares invoices for reimbursement to Duquesne University; follows up as needed to ensure reimbursement.

Orders office supplies for the Office.

Maintains keys to various filing cabinets, posting boards, 608 Libermann Hall, and miscellaneous Human Resource keys.

Opens the office each morning and closes the office at the end of each day, locking/securing the doors and locking cabinets that contain confidential information.

Serves as primary administrator for the PAT bus pass program; coordinates activities with PAT and the University employees partaking in the program.

Works effectively with other front office staff members to ensure smooth functioning of the office during peak periods of activity such as the beginning of the Academic Year, Benefits open enrollment, etc.

Assists with various audits as requested.

Updates/maintains the VISA tracker as needed and notifies the Director or designee of any issues.

Participates in the Cornerstone electronic onboarding project and testing.

The duties and expectations of the position may be subject to change as the Cornerstone project to move forward with electronic onboarding is implemented.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Work requires a minimum of a high school diploma and 2-3 years of related office support experience.

Professional business casual dress is required.

Preferred qualifications:

An Associate’s degree and experience in a service-oriented and high-volume office setting, prior experience in Human Resources and prior experience onboarding new hires preferred.

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Demonstrated proficiency with current Microsoft Office Suite: Word, Excel, PowerPoint and Access as well as Outlook e-mail.

Excellent organization skills.

Ability to detail oriented.

Ability to maintain complex clerical records and prepare reports from such records.

Ability to operate a multi-line telephone system.

Ability to use sound judgment and to make decisions in accordance with established regulations, policies and procedures.

Ability to work with sensitive and confidential information.

Ability to be service and team oriented with a high emphasis on customer service.

Ability to understand and follow oral and written instructions and to ask questions when clarification is needed.

Ability to produce accurate work in an efficient manner.

Ability to complete work accurately in a setting where frequent interruptions occur.

Commitment to the value of continuing education and learning.

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.