Pomona College
Human Resources Operations Administrative Assistant (Temporary)
Pomona College, Claremont, California, United States, 91711
Human Resources Operations Administrative Assistant (Temporary)
This is a temporary position. ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. JOB PURPOSE: The Human Resources Operations Administrative Assistant is the first point of contact in the Human Resources office for day-to-day operations, paperwork, employment verifications, appointment scheduling, invoice payments, and telephone calls. This role is responsible for assisting in processing new hires, terminations, and employee changes in the HRIS system, maintaining HR/Payroll paperwork, and providing administrative support for HR programs and projects as assigned by the AVP, Human Resources and the HR Business Partners. ESSENTIAL FUNCTIONS: Reporting directly to the Assistant Vice President, Human Resources, the Human Resources Operations Administrative Assistant performs the following essential duties and responsibilities: Maintain and create templates for using the data for documents and the distribution of information. Produce final documents formatted with correct spelling, punctuation, and grammar with materials that may be of a technical or confidential nature and/or contain non-English language. Review accuracy and completeness of forms and other materials being submitted to the office. Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Order office supplies. Respond independently to inquiries requiring knowledge of policies and guidelines. Ensure that requests for actions and/or information are relayed to the appropriate staff as needed. Interpret requests and help implement action; make sure that information is furnished in a timely manner; decide whether administrators should be notified of important or emergency matters. Coordinate schedules, assignments, and other processes. Provide relevant information as required or requested by applicants, employees, and/or visitors. Provide clerical support to all members of the Human Resources Department. File, scan, and maintain documents and materials in a timely manner. Open, sort, and distribute incoming office mail using good judgment in routing or prioritizing communications that require immediate attention. Provide administrative/clerical support to HR team projects and programs (such as tuition remission, Flexible Spending Accounts (FSA), childcare subsidy, childcare priority access, Rideshare activity, staff training, HR surveys, requests for on-call personnel, Wage & Salary Program, safety training, etc.). Perform clerical tasks such as: Schedule appointments and maintain calendars. Organize office purchases and supplies based on needs. Maintain confidential and non-confidential files and records (paper and/or electronic). Answer phones and route callers to the appropriate staff member. Duplicate (photocopy, scan, etc.) materials. May maintain department or program webpages as directed. Coordinate special projects/tasks and provide assistance as assigned. Serve as a back-up to the Human Resources Operation Coordinators. Schedule meetings, appointments, interviews, seminars/workshops, retreats, and other events or activities to include all necessary arrangements for the event. Prepare and distribute a wide variety of documents, such as reports, forms, and other informational materials. Under the direction of the management team, update bulletin-board with job postings and displays weekly. Maintain inventory of all forms, handouts, and office supplies for distribution or use. Maintain inventory of Staff Handbooks for distribution to new employees plus corresponding forms and pamphlets. Data Entry Assists in processing all hiring, employee changes and terminations for faculty, staff and student workers. Ensure that all required paperwork for a new employee is complete. Accurately, perform data entry into HRIS database of all Human Resources, employment and personal related information. Conduct reference checks, degree verification, and oversee the background investigation process of new hires as directed. Generate queries and reports as needed. Assist and coordinate the employment process from notification of employee departure to onboarding of a new employee as directed. Place employment ads in newspapers and appropriate listservs, such as the College website as directed by HR Business Partners. Other Tasks Assists in developing, maintaining, and updating job aids for all HR office processes, ensuring workflow documentation aligns with college policies and complies with state and federal regulations. Refer questions and inquiry of policy, procedure, and practice to HR Business Partners. Provide administrative/clerical support to HR team projects and programs (including but not limited to: tuition remission, childcare priority access, staff training, HR surveys, moving allowances, ergonomic evaluations). Assists in accurately maintaining personnel record files for all employees. Assists in the planning of the annual staff recognition luncheon. QUALIFICATIONS: Education/Licenses/Certificates:
High School Diploma or GED is required, or equivalent combination of education and experience. Associate's degree in the areas of Human Resources, Business, Organizational Psychology, or two or more years of college or equivalent experience is preferred. Experience:
A minimum of 3 years of proven administrative experience with increasing responsibility in the areas of Human Resources relating to HRIS, recruitment, and/or employee relations is preferred. 1 year of experience at an academic institution or human resources office is preferred. Bi-lingual Spanish speaking, reading, and writing is highly desired. REQUIRED KNOWLEDGE AND CRITICAL SKILLS: The Human Resources Operations Administrative Assistant must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below. Deploy professional skills in human resource management, HRIS, employment regulations, organizational change management, mediation and facilitation, and employee communication, in collaboration with colleagues to best promote the College's strategic interests. Must provide excellent customer service and communication to staff via phone, email, letter and face-to-face. Proficient in handling time-sensitive and confidential information and materials. Excellent in multi-tasking, prioritizing, and problem-solving. Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds. Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as HRIS, query reporting, Internet research, menu-driven databases). Demonstrated understanding of the use of technology to achieve annual goals and maintain confidentiality. Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and the division's annual goals with a high standard of integrity and ethics. Must have exceptional organizational and time management skills to complete work with accuracy and attention to detail. REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday
Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division. HOURLY RATE: The hourly rate for this role is between $22.00 to $25.00 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of
This is a temporary position. ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. JOB PURPOSE: The Human Resources Operations Administrative Assistant is the first point of contact in the Human Resources office for day-to-day operations, paperwork, employment verifications, appointment scheduling, invoice payments, and telephone calls. This role is responsible for assisting in processing new hires, terminations, and employee changes in the HRIS system, maintaining HR/Payroll paperwork, and providing administrative support for HR programs and projects as assigned by the AVP, Human Resources and the HR Business Partners. ESSENTIAL FUNCTIONS: Reporting directly to the Assistant Vice President, Human Resources, the Human Resources Operations Administrative Assistant performs the following essential duties and responsibilities: Maintain and create templates for using the data for documents and the distribution of information. Produce final documents formatted with correct spelling, punctuation, and grammar with materials that may be of a technical or confidential nature and/or contain non-English language. Review accuracy and completeness of forms and other materials being submitted to the office. Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Order office supplies. Respond independently to inquiries requiring knowledge of policies and guidelines. Ensure that requests for actions and/or information are relayed to the appropriate staff as needed. Interpret requests and help implement action; make sure that information is furnished in a timely manner; decide whether administrators should be notified of important or emergency matters. Coordinate schedules, assignments, and other processes. Provide relevant information as required or requested by applicants, employees, and/or visitors. Provide clerical support to all members of the Human Resources Department. File, scan, and maintain documents and materials in a timely manner. Open, sort, and distribute incoming office mail using good judgment in routing or prioritizing communications that require immediate attention. Provide administrative/clerical support to HR team projects and programs (such as tuition remission, Flexible Spending Accounts (FSA), childcare subsidy, childcare priority access, Rideshare activity, staff training, HR surveys, requests for on-call personnel, Wage & Salary Program, safety training, etc.). Perform clerical tasks such as: Schedule appointments and maintain calendars. Organize office purchases and supplies based on needs. Maintain confidential and non-confidential files and records (paper and/or electronic). Answer phones and route callers to the appropriate staff member. Duplicate (photocopy, scan, etc.) materials. May maintain department or program webpages as directed. Coordinate special projects/tasks and provide assistance as assigned. Serve as a back-up to the Human Resources Operation Coordinators. Schedule meetings, appointments, interviews, seminars/workshops, retreats, and other events or activities to include all necessary arrangements for the event. Prepare and distribute a wide variety of documents, such as reports, forms, and other informational materials. Under the direction of the management team, update bulletin-board with job postings and displays weekly. Maintain inventory of all forms, handouts, and office supplies for distribution or use. Maintain inventory of Staff Handbooks for distribution to new employees plus corresponding forms and pamphlets. Data Entry Assists in processing all hiring, employee changes and terminations for faculty, staff and student workers. Ensure that all required paperwork for a new employee is complete. Accurately, perform data entry into HRIS database of all Human Resources, employment and personal related information. Conduct reference checks, degree verification, and oversee the background investigation process of new hires as directed. Generate queries and reports as needed. Assist and coordinate the employment process from notification of employee departure to onboarding of a new employee as directed. Place employment ads in newspapers and appropriate listservs, such as the College website as directed by HR Business Partners. Other Tasks Assists in developing, maintaining, and updating job aids for all HR office processes, ensuring workflow documentation aligns with college policies and complies with state and federal regulations. Refer questions and inquiry of policy, procedure, and practice to HR Business Partners. Provide administrative/clerical support to HR team projects and programs (including but not limited to: tuition remission, childcare priority access, staff training, HR surveys, moving allowances, ergonomic evaluations). Assists in accurately maintaining personnel record files for all employees. Assists in the planning of the annual staff recognition luncheon. QUALIFICATIONS: Education/Licenses/Certificates:
High School Diploma or GED is required, or equivalent combination of education and experience. Associate's degree in the areas of Human Resources, Business, Organizational Psychology, or two or more years of college or equivalent experience is preferred. Experience:
A minimum of 3 years of proven administrative experience with increasing responsibility in the areas of Human Resources relating to HRIS, recruitment, and/or employee relations is preferred. 1 year of experience at an academic institution or human resources office is preferred. Bi-lingual Spanish speaking, reading, and writing is highly desired. REQUIRED KNOWLEDGE AND CRITICAL SKILLS: The Human Resources Operations Administrative Assistant must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below. Deploy professional skills in human resource management, HRIS, employment regulations, organizational change management, mediation and facilitation, and employee communication, in collaboration with colleagues to best promote the College's strategic interests. Must provide excellent customer service and communication to staff via phone, email, letter and face-to-face. Proficient in handling time-sensitive and confidential information and materials. Excellent in multi-tasking, prioritizing, and problem-solving. Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds. Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as HRIS, query reporting, Internet research, menu-driven databases). Demonstrated understanding of the use of technology to achieve annual goals and maintain confidentiality. Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and the division's annual goals with a high standard of integrity and ethics. Must have exceptional organizational and time management skills to complete work with accuracy and attention to detail. REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday
Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division. HOURLY RATE: The hourly rate for this role is between $22.00 to $25.00 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of