HR Executive Assistant

$28.13 - $35.43 hourly
  • Santa Clara University
  • Santa Clara, CA, USA
  • Nov 21, 2022
Full time Admin-Clerical

Job Description

Position Title:

Executive Assistant, HR

Position Type:

Fixed Term (Fixed Term)

Salary Range:

​$28.13 - $35.34 hourly; commensurate with experience

Pay Frequency:

Hourly

A. POSITION PURPOSE

The Executive Assistant, HR reports directly to the Vice President, Human Resources. This position is responsible for providing office management and administrative and project support to the VP, relevant HR committees and the HR department in general.

 

This is a highly administrative position that requires the ability to plan and execute various projects and events on behalf of the VP and the department. This position facilitates communication between all members of the HR team. This position also requires an extremely proactive and prudent person who is able to maintain confidentiality.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide Administrative support to the VP of HR and the HR leadership team

  • ​Prepares reports, proposals, and presentations as required.

  • Collaborate with the HR management team and other HR team members in coordinating activities depending upon the nature of the project to which assigned.

  • Perform research and analysis for HR initiatives and projects.

  • Schedule appointments and meetings, coordinates and maintain VP’s calendar, and makes travel and accommodation arrangement for the VP and other HR leadership members.

  • Composes correspondence in response to routine inquiries as requested.

  • Oversee management of both electronic and paper-based personnel records. Manage ongoing records retention compliance.

  • Partner with Employment  Counsel to review, track, and provide timely responses to subpoenas for documents/information.

  • Maintain and update the HR webpage and other SCU web-based resources provided by HR.

  • Coordinates logistics for meetings and events sponsored by the office of HR.

  • Maintain appropriate University forms, office supplies, equipment, and keys.

  • Maintain University lists, administrative lists, and other distribution lists.

  • Designs and maintains the HR newsletter, or other relevant communications.

  • Submits work requests to facilities and information systems associated with the HR office.

  • Undertakes special projects and assignments as requested.

  • Provide administrative support for HR committees.

 

2. Serves as the facility coordinator office manager for the Department of Human Resources

  • Oversee the management of conference rooms which include coordinating the calendars, overseeing repairs, and maintaining supplies.

  • Manage all aspects of the facilities function for the Department of Human Resources, which includes, but is not limited to coordinating general maintenance, office moves, file retention, and file room management, and equipment repair minor adjustment.

  • Serve as the liaison for the on-campus facilities department, external vendors, and contractors

  • Oversee and coordinate work requisitions with the facilities department

  • Inventory, order, purchase, organize and maintain office supplies

 

3. Processes the financial transaction for the VP of HR and the HR leadership team, including maintaining appropriate financial records and preparing periodic reports as requested

  • Review and process in a timely manner expense transfers, expense reports, payment requests, advances, etc.

  • Process reimbursements

  • Run reports as requested

 

4. Other duties as assigned.

 

C. PROVIDES WORK DIRECTION

1. Supervises the HR Coordinator and all welcome desk operations.

2. Provides oversight for the training and hiring of student employees. Supervises and provides work direction to a team of 2-4 student assistants.

3. Defines job duties, sets performances goals, conducts annual performance appraisals and recruits for open positions.

4. Mentors and supports the professional growth and development of all staff members reporting to position

 

D. GENERAL GUIDELINES

  • Recommends initiatives and implements changes to improve quality and services.

  • Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

  • Maintains contact with customers and solicits feedback for improved services.

  • Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

  • Researches and develops resources that create timely and efficient workflow.

  • Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

  • Prepares and submits reports as requested and required.

  • Develops and implements guidelines to support the functions of the unit.

 

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.


This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
 

1. Knowledge:

  • Effective project and office management.

  • Intermediate human resources concepts, laws and regulations.

  • Computer applications, including advanced proficiency with spreadsheet, database, word processing and presentation software.

  • Excellent customer service principles and practices.


2. Skills

  • Expertise with word processing, spreadsheet and presentation software.

  • Strong interpersonal skills and good judgement.

  • Exceptional oral and written communication skills.

  • Maintaining accurate and detailed records and making accurate arithmetic calculations.

  • Establishing and monitoring timelines.

  • Monitoring compliance with applicable employment laws and regulations.

  • Strong organizational skills.

 

3. Abilities:

  • Use automated systems for the production of presentations, summaries and reports.

  • Communicate effectively, both verbally and in writing.

  • Deal effectively with all levels of faculty, administrators, staff, and various community and professional organizations.

  • Use independent judgement, within established guidelines.

  • Identify data courses, collect and analyze information and prepare informative reports.

  • Handle multiple tasks in a fast-paced environment. Ability to maintain extreme levels of confidentiality and use discretion.

  • Be self-directed, team orientated individual with willingness to take initiative and be flexible.

  • Remain calm and professional under pressure.


4. Education & Experience

  • Bachelor’s degree required, in business, human resources or related field preferred or equivalent combination of experience and/or education

  • 5+ years of relevant experience in administrative support role.

  • Experience in higher education preferred.

  • Direct experience using PeopleSoft and/or Workday preferred

 

F. PHYSICAL DEMANDS

 

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

  • Considerable time is spent at a desk using a computer terminal.
  • May be required to travel to other buildings on the campus.
  • May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
  • May be required to occasionally travel to outside customers, vendors or job fairs.

 

G. WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Work involves extensive exposure to video display terminals, and moderate exposure to risk of electrical shock due to frequency of interaction with computer hardware, servers, electronic equipment, electrical outlets and cables.  Adherence to occupational standards for safety is required.

  • Typical office environment
  • Mostly indoor office environment with windows
  • Offices with equipment noise.
  • Offices with frequent interruptions.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

 

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 

 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

 

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

 

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.