Human Resources Assistant/Receptionist

Job description

Montclair State is New Jersey's second largest university. It offers the advantages of a large university - a broad undergraduate curriculum with a global focus, a wide variety of superior graduate programs through the doctoral level, and a diverse faculty and student body - combined with a small college's attention to students.

Posting Date November 19, 2018

Position Title Human Resources Assistant/Receptionist

Vacancy # VC-421

Department Human Resources

Program Human Resources Staffing

Division Human Resources

Job Description


Under the supervision of the Assistant Vice President for Learning and Development provides administrative assistance to all areas under the Division of Human Resources. Serve as receptionist for Montclair State University Divisions located at the Overlook Corporate Center: Development, Facilities, Finance, Human Resources, and Marketing & Communications. Primary responsibility for managing I-9 processing and incoming inquiries to the division. PRINCIPAL DUTIES AND RESPONSIBILITIES: •Assist and refer employees, students, and the public seeking information to appropriate individuals and functional areas within Human Resources or other Divisions. •Route all incoming correspondence (date stamp and prepare for forwarding) to the appropriate departments/committees for processing. •Serve as the "face" for the Divisions located at the Overlook Corporate Center and provide exceptional customer service to employees, students, and the public. •Provide administrative/clerical support to the Human Resources Team. •Reserve and schedule meetings as assigned. •Process I9's for new employees using the I9 Express online system. Coordinate with Equifax on all I-9 related issues; resolve all issues with vendor representatives. •Assist with off boarding process, track all submissions and update information on shared services •File all employee documents in personnel folders as assigned and maintain professional filing system. •Primary responsibility for managing the [email protected] e-mail account •Assist with posting positions on all job boards including HERC. •Assist with updating HR forms and content on the website. •Serve as back up to HR Coordinators. •Performs other duties as assigned. •Management retains the right to add or change job duties at any time.

Qualifications & Requirements

•Graduation from an accredited college with a Bachelor's degree.
•One (1) year of professional experience.
•Applicant who do not possess the required education may substitute experience on a year for year basis.

•Knowledge of Wordpress, Workday, and gCal.
•Familiarity with I-9 employment process.
•Experience working in Human Resources, Higher Education and/or non-profit organization.
•Well-developed project management skills and working collaboratively within a team environment.
•Strong analytical skills.
•Ability to establish and maintain cooperative working relationships with other offices and staff whose functions impact on assigned responsibilities.
•Ability to maintain established records and files.
•Ability to prepare correspondence with reasonable speed and accuracy.
•Knowledge of the Microsoft office suite.
•Excellent interpersonal, organizational, and time-management skills.
•Customer service oriented.

Salary Range

Range P18: $46,873.41-$66,104.43

*NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $53,283.75.

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Organizational Marketing Statement:

Building on a distinguished 105-year history, Montclair State University is proud to be a leading institution of higher education in New Jersey. The university's six colleges and schools serve more than 19,000 undergraduate and graduate students in 300 majors, minors, concentrations and certificate programs. Situated on a beautiful, 250-acre suburban campus just 14 miles from New York City, Montclair State combines the instructional and research resources of a large public university in a dynamic, sophisticated, and diverse academic environment.

EEO/AA Statement:

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity. Additional information can be found on the MSU website at






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Job No:
Posted: 11/28/2018
Application Due: 12/30/2018
Work Type: