Human Resources Administrative Assistant
This position serves as the front line face for the Human Resources department at Claremont McKenna College. The Human Resources Administrative Assistant, greets guests, answers questions, and answers phone calls in a friendly, warm and approachable way. This position is responsible for handling information with confidentiality and professionalism.
The Administrative Assistant performs a broad range of administrative and clerical duties in the Human Resources office. Duties include, but are not limited to, processing transactions in Workday, processing and monitoring the tuition remission applications, maintaining the HR Access databases, processing background checks, assigning online training, preparing and sending general correspondence, processing invoices, ordering supplies, coordinating ergonomic requests, scheduling ergonomic appointments, ordering ergonomic supplies and preparing special payment authorizations.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
Maintain and process employee information in Workday, including, location, building accesses, telephone directories, employee contact information, and approval of employee self-service changes. Process employee terminations in Workday, schedule staff exit interviews, created exit interview packets, including transition letter with appropriate transition information. Coordinate with payroll to ensure final checks are ready. Prepare and send faculty transition letters. Maintain Access employee database, including, training dates, service dates, education, performance review dates, race and ethnicity, meal plan privileges and IPEDS coding. Monitor Human Resources General inbox. Triage messages as necessary either by responding or forwarding to another HR team member. Answer phone calls for Human Resources office and respond to routine questions regarding College policies and procedures. Prepares and sends emails and correspondence regarding benefit options, promotions, information and meetings. Corresponds with the Connection to ensure meal privileges are properly set up. Corresponds with Facilities to ensure proper facilities access is established. Corresponds with Information Technology to request proper Computer setups and access in a timely manner and in advance of hire date and for employee terminations. Monitor office supplies and reorders supplies as necessary. Process departmental expense invoices in Workday. Initiate notices for the CMC initial and annual performance evaluation process. Maintain staff and faculty telephone directory fields in Workday. Schedule all EverFi/Lawroom online trainings for all employees. Maintain training completion dates in Access and Workday. Run reports for compliance and follow up with those who have outstanding training. Under HR AVP’s review, prepare, copy, and distribute departmental correspondence. Maintain and send various lists/spreadsheets:
- Monthly Workday integration of benefits-based employees to Bright Horizons Back-up Care,
- Monthly list of active staff/faculty to IT for emergency notification system,
- Bi-weekly - monthly list of active staff/faculty to IT for Everbridge,
- Annual staff holiday recognition and service awards,
- Annual convocation recognition awards.
- Prepare databases, invitation list, orders awards for employee luncheons:
Spring Staff Appreciation,
Fall Welcome Back Luncheon.
Administrative Staff Meeting
Maintain IPEDS classifications in Workday and Access for annual Staff IPEDS report. Process tuition remission applications Maintain I-9 documents. Maintain Human Resources Department Calendar Prepare spreadsheet and letters for staff salary letter process. Notify various departments of new hires, rehires, and terminations. Prepare new employee packets of information for staff, faculty and temporary employees. Maintain employee files.
The successful candidate will also be able to perform the following essential functions:
Take and follow directions.
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude.
Balance multiple tasks and priorities
Performs other essential duties and tasks specific to the position.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Must possess the ability to maintain confidentiality and professionalism at all times.
Must be able to operate an IBM-compatible personal computer in a Windows environment. Must have excellent word processing skills with a demonstrated knowledge and familiarity with Microsoft Word, Excel, Access, Outlook, and other software applications as needed.
Experience merging Word documents with multiple-field databases is required.
Must be willing to upgrade skills, abilities and knowledge as requested in a changing environment. Must be willing to keep current, understand and follow changes in employment law.
Must have ability to work independently without continuous supervision and see tasks through to completion.
Must be able to perform detailed tasks from both verbal and written instructions with a high level of accuracy and concern for details and deadlines.
Must be able to handle multiple tasks with frequent interruptions in a timely, effective and pleasant manner.
Must demonstrate maturity and poise in responding to the public, including faculty, staff, and external community.
Must be able to interact with various constituents on campus and a pleasant and competent manner.
Must possess ability to maintain high level of customer service satisfaction.
Must possess excellent interpersonal and communication (oral and written) skills and have the ability to work well as a member of a support team.
Must have ability to use office equipment such as calculators, copiers, fax machines, and postal machine.
Bilingual English Spanish is strongly preferred.
EDUCATION: Graduation from high school with a minimum of one year of college or business school and courses in general secretarial or business subjects, or combination of education, training, or experience that provides the required knowledge, skills, and abilities.
EXPERIENCE: Four to six years of increasingly responsible administrative experience in a higher education environment.
HOURS: The regular hours for this position are 8 a.m. to 5 p.m. Hours may vary due to needs of the College or department.
CLASSIFICATION AND STATUS: This is a full-time, 12-month, non-exempt level, benefits-eligible position.
REPORTS TO: Assistant Vice President of Human Resources.
Physical Requirements: Moderate (up to 30 lbs.)
SUPERVISORY RESPONSIBILITY: None
GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.
Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.
Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.
In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.
An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.