Administrative Assistant
Full Time
San Antonio, TX 78209
$18 an hour
Posted Just posted
Job description
Position Information
Position Title
Human Resources Administrative Assistant
UIW Mission
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary
The Human Resources Administrative Assistant performs a variety of front office clerical duties in support of the Human Resources and Payroll Departments. Position is responsible for greeting visitors, delivering exceptional customer service assistance, and providing a positive first impression. The role entails answering and fielding calls accordingly, addressing visitor questions and needs, maintaining records, processing paperwork, and managing various HR and Payroll related tasks. The Human Resources Administrative Assistant reports to the Assistant Director of Human Resources.
This position is considered a “Responsible Employee” under Title IX Federal Regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that your witness or receive information about violating Title IX. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.
Job Duties
Job Duty Name
Front Office Duties
Description of Job Duties
- Greets and welcomes visitors to HR and Payroll in a warm and friendly manner and notifies HR and Payroll personnel of visitor arrival.
- Provides prompt and courteous service via email, phone, and in person while demonstrating friendliness and proper etiquette with every customer.
- Serves as a resource for employees with questions regarding basic inquiries on policies, procedures, and programs. Properly directs all other inquiries to appropriate administrative leadership and/or point person.
- Assists employees and visitors in completing personnel and/or new hire forms.
- Assists applicants with the applicant tracking system.
- Manages HR communications and serves as primary contact for email, mail, fax and telephone administration.
- Monitors and manages the HR departmental email account, routing email messages appropriately and sending mass email communications.
- Retrieves, and/or coordinates delivery of, mail and packages from campus mailroom. Reviews and distributes HR mail, coordinates returned mail, and assists with mass mailings.
- Sends, receives, and routes fax communications.
- Effectively answers a multi-line telephone with the ability to appropriately screen and route all incoming calls for various business units with courtesy, speed, and accuracy.
- Manages and maintains highly confidential and sensitive information.
- Maintains HR conference room calendar by reserving dates and times.
- Maintains office security by controlling access via the reception desk.
- Ensures the reception area is orderly and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures).
- Assists employees picking up paychecks; handles respective mailings.
- Updates calendars, schedules meetings, and assists as needed in Microsoft Bookings.
Job Duty Name
Administrative Duties
Description of Job Duties
- Processes Verification of Employment (VOE) and Loan Forgiveness requests.
- Manages the Employee Loan requests and reporting.
- Assists the HR team with Employee Engagement activities and HR projects.
- Performs data entry on new hire reporting with the Texas Workforce Commission Attorney General Website.
- Processes purchase requisitions and check requests.
- Submits facility service tickets as needed.
- Proofreads and composes general correspondence and prepares documents such as memos and email as directed.
- Orders, stocks, organizes, and maintains office supplies in accordance with established budget and procedures.
- Prepares employee new hire and termination files.
- Assists with HR filing as needed.
- Maintains HR and Payroll personnel and department directories.
- Arranges travel, coordinates events, and schedules meetings as directed
- Distributes HR items and paperwork to appropriate Broadway Campus offices as needed.
- Performs other related clerical duties such as typing and preparing documents, photocopying, faxing, filing, and collating.
- Performs other duties as assigned.
Qualifications
Knowledge Skills and Abilities
- Must have excellent customer service skills.
- Strong Microsoft applications skills including Word, Excel, and Outlook.
- Organized and detail-oriented.
- Ability to manage multiple priorities in a fast-paced office environment.
- Ability to effectively operate standard office equipment on a regular basis, including a fax machine, copy machine, and computer.
- Ability to contribute positively as part of a team, assisting with various tasks as required.
- Excellent written and verbal communication skills along with outstanding interpersonal skills; ability to diffuse and respond appropriately to challenging customers.
- Ability to work effectively with individuals from diverse communities and cultures.
- Employee shall adhere to all applicable rules and regulations of the University, the Conference and the NCAA.
Required Education
HS Diploma or equivalent.
Required Work Experience
One year of administrative or customer service experience in an office environment.
Preferred Qualifications
Knowledge of applicant tracking systems, HRIS systems, and basic HR functions.
Required Certifications, Licenses or Registrations
None specified.
Work Hours
Full-time, Monday – Friday 8:00 am – 5:00 pm with occasional overtime.
Physical Demands
- Ability to lift up to 15lbs of office equipment and supplies.
- Ability to occasionally reach overhead, bend, and squat to stock and retrieve office supplies.
- Ability to move about campus for office related errands and to attend meetings and/or events on and off campus.
Posting Details
Posting Details
Posting Number
AS1747PO
Number of Vacancies
1
Job Type
Full Time
Job Category
Staff (non-exempt)
Desired Start Date
06/16/2023
Position End Date (if temporary)
Reports to
Assistant Director of HR
Salary
$18.00 per hour
Open Date
05/15/2023
Close Date
05/31/2023
Open Until Filled
No
Special Instructions to Applicant
N/A.
EOE
UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
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