HR/Reception Assistant | Unit Services Assistant

Job description

Job no: 702528
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: University Procurement And Logistics
Department: Upl Administration 10074876
Sub Area: CT- Clerical Tech.
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Full Time (90-100%), Clerical Technical- CT, Administrative/Business/Professional, Human Resources, Office/Clerical Support, Union
Working/Functional Title

HR/Reception Assistant

Position Summary

Unit Services Assistant will perform administrative duties in support of, and as a member of, the University Services Human Resources team. The position will also be the primary staff person distributing departmental mail and answering the main unit phone to direct callers to the appropriate resource within one of University Services’ departments.

Duties may include:

HR Duties

  • Monitor HR Email Inbox and respond to questions; escalate when appropriate
  • Maintain USD organization chart and phone list
  • Maintain electronic personnel files and coordinate digitization of paper files
  • Initiate HR actions (change of status, reclassification request, pay changes, etc.)
  • Create and submit Special Payment Forms
  • Process bi-weekly payroll
  • Track timely Performance Excellence documentation completion and submission
  • Notify supervisors of upcoming deadlines
  • Review documentation for completeness and process
  • Maintain copy in employee’s personnel file
  • Notify Manager of late or incomplete documentation
  • Recruitment & Staffing:
  • Submit position requisitions in EBS as prepared and approved by HR Staff
  • Compile and distribute resumes to search committee following HR Staff review
  • May assist with HR review to verify minimum qualifications
  • Schedule work sessions and interviews for search committee
  • Position candidates at HR Staff’s direction
  • Draft offer letters for HR Staff’s review and approval; submit upon approval
  • Prepare and post Onboarding Checklist
  • Assist in documentation of HR processes
  • Reception Duties

    • Answer USD main phone line and direct callers to appropriate unit/resource
    • Sort and distribute USD mail. Scan and email documents to staff working remote
    • Greet and register visitors to Angell Building
    • Coordinate use and maintenance of departmental leased vehicles (Maintain check-out log and schedule automotive maintenance per
    • Train unit staff to be able to provide backup reception coverage and communicate break/lunch periods
    Unit Specific Education/Experience/Skills

    Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; one to three years of related and progressively more responsible or expansive work experience in human resources functions or an area related to departmental operations or employment; or an equivalent combination of education and experience.

    Desired Qualifications

    One to three years of experience in office setting; knowledge of University HR processes, policies and CBAs; experience using SAP; experience using electronic Applicant Tracking Software to post positions and track applicant review/selection process; ability to draft and edit professional business communications including emails, memos and forms; ability to exercise discretion and professionalism with matters of a confidential nature; Associate Degree; Bachelor degree in Human Resources, Management or Business preferred; Must possess intermediate knowledge of Microsoft Office Suite programs in order to efficiently create and edit documents including email and calendaring.

    Equal Employment Opportunity Statement

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

    Required Application Materials

    Resume and cover letter.

    Work Hours

    STANDARD 8-5

    Bidding eligibility ends on 5/4/2021, at 11:55 PM

    Advertised: Apr 28, 2021 Eastern Daylight Time
    Applications close: May 11, 2021 Eastern Daylight Time




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    Job No:
    Posted: 4/30/2021
    Application Due: 5/11/2021
    Work Type: Full Time