Human Resources Assistant (EAI)

Job description

Human Resources Assistant (EAI)
University of San Diego

Department: Human Resources
Staff Full-Time
Job IRC#27019

Job Description:

Provides general administrative support to the Employment Services team within the Department of Human Resources in the areas of recruitment employment, and front desk operations. This position requires a detail-oriented, independent worker who has the ability to work well in a team environment.

The Human Resources Assistant (HRA) acts as the first point of contact for applicant support and responds to their needs accordingly; coordinates the review and posting of incoming recruitment requests and consults with hiring managers regarding their recruitment processes; manages the clerical temporary pool and maintains related records; maintains jobs bulletin; manages and responds to correspondence via email and phone; monitors expired I-9's and suspended assignments to maintain and monitor employment eligibility records information in Oracle; acts as a key resource for Fall Faculty hiring; performs administrative tasks relating to the onboarding of temporary employees;

Serves as the back up to the HR Customer Service Assistant (HR CSA) by providing front desk coverage during peak times, breaks and absences. Acts as the primary trainer for HR CSA and first point of contact for day-to-day front desk matters.

This position works under general supervision of, and receives day-to-day work direction from, the Employment Services Coordinator (ESC). Provides direct support to the Employment Services Manager (ESM) and may provide support to the Director of HR Strategy and Services with special projects. The HRA provides work direction to student workers when they are performing employment-related tasks.

Duties and Responsibilities:


  • Manages non-exempt recruitments (regular and courtesy) on behalf of the Employment Services team. Liaises with hiring managers throughout the entire lifecycle of the recruitment process, including posting, advertising, screening, interviewing, offers and onboarding.
  • Processes recruitment advertising requests and invoices.
  • Supports the background check process.
  • Maintains and updates applicant records via the applicant tracking system and prepares new hire packets and related correspondence.
  • Updates recruitment jobs board on a weekly basis.
  • Acts as the primary point of contact for applicant phone and e-mail inquiries; assists applicants with updating materials, resetting passwords and troubleshooting applicant issues within the applicant tracking system.
  • Responds to emails received in the HR inbox on a daily basis and refers complex inquiries to the appropriate individual.
  • Manages the Temporary Pool to include screening applicants, administering computer skills assessment tests Schedules and conducts interviews; conducts reference checks; initiates background checks; works with hiring managers to fill temporary assignments and follows-up on the final outcome of the hiring process.
  • Responsible for recruitment file maintenance in accordance with HR record retention policies and procedures. This includes closing recruitments in applicant tracking system and ensuring records are filed, scanned/indexed and maintained accordingly.
  • Assists in the maintenance and testing of the online application system, making needed adjustments with the HRIS team when necessary.
  • Conducts trainings and supports hiring managers and applicants with online application system and recruitment process

    Employment Services
  • Maintains current knowledge and understanding of applicable HR laws and regulations.
  • Coordinates the creation of new positions, new jobs and new organizations in Oracle as needed while working closely with the Transactions and Compensation teams.
  • Primary Ole Monday orientation coordinator and facilitator.
  • Assists ESC and ESM with monthly reporting as needed.
  • Monitors expired I-9's and coordinates with respective employees and supervisors to ensure employment eligibility records are updated.
  • Maintains and updates the hiring managers' tool kit and corresponding log.
  • Maintains and updates Employment Services related areas of the website.
  • Assists with scheduling orientation sessions and facilitating correspondence for newly hired and transferring employees.
  • Provides guidance and training to internal and external contacts regarding I-9 process and new hire paperwork.
  • Serves as the back-up to the CSA for front desk coverage and during absences as needed.
  • Serves as the primary trainer for Front Desk CSA and first point of contact for day-to-day matters.
  • Works closely with HR CSA, Provost Office, and Benefits team to coordinate the receipt of hiring paperwork and onboarding process for Fall Faculty.
  • Performs other duties as assigned.


    Two year college degree or comparable education. Bachelor's Degree strongly preferred. A minimum of three years' experience in an administrative or executive assistant position, including one year experience in human resources. Experience in higher education a plus. Experience within a Human Resources office providing compliance and/or employment support preferred.

    Performance Expectations:
    A. Knowledge:
  • Working knowledge of EEO and wage and hour regulations.
  • General knowledge and understanding of the various areas within Human Resources.
  • Working knowledge of office practices and procedures. Considerable working knowledge of computers, word processing, spreadsheets, and database required.
  • Working knowledge of electronic Human Resources systems preferred.

  • Excellent interpersonal skills.
  • Public speaking skills.
  • Possess superior customer service skills and ability to provide service in a courteous, prompt and efficient manner.
  • Must possess excellent objective decision and analysis skills.
  • Excellent organizational and time management skills; detail-oriented; ability to effectively manage work flow and multiple priorities.
  • Excellent word processing skills and familiarity with standard office software programs (i.e. MS Office Suite).

  • Represent the University and the department in a positive manner at all times.
  • Dedication to maintaining confidentiality of information and sensitive documents by following university procedures and exercising judgment in responding to applicants and hiring managers' requests. Excellent judgment and ability to evaluate and process confidential Human Resources information with tact and discretion.
  • Ability to interface professionally with all levels of staff, faculty, students, administrators and applicants.
  • Ability to learn and use operating practices of the HR department and the University.
  • Ability to work independently with minimal supervision.
  • Ability to communicate effectively orally and in writing.
  • Must possess the ability to handle multiple tasks, deadlines and time constraints in a calm and effective manner.
  • Ability and comfort with conducting presentations and trainings.
  • Efficiently work in an ever-changing multi-task, multi-deadline environment.
  • Flexible and adaptable to change.
  • Punctuality and dependability.
  • Must be self-directed and resourceful.

    Background check: Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

    Salary: $18.16 - $20.44 per hour; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

    Hours: 37.5 hours per week; usual work schedule Monday-Friday from 8:30 am to 5:00 pm

    Closing date: Open Until Filled

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information,

    Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]





    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 3/9/2018
    Application Due: 5/9/2018
    Work Type: