HR Customer Service and Onboarding Assistant

UMass Boston•Boston, MA

4d•Onsite

About The Position

The HR Customer Service and Onboarding Assistant will provide routine administrative duties to support the daily operations of the Department of Human Resources. The incumbent will greet, direct and/or provide assistance to both internal and external customers; receive and direct internal and external phone and e-mail inquiries and when necessary, field inquires to appropriate staff person; receive, sort and distribute mail; prepare selected correspondence; and proofread and type documents. They will run reports and conduct database queries; gather, update and enter information into departmental and/or university databases and systems; and will schedule meetings for departmental directors and managers. The incumbent will be responsible for interacting with a wide variety of staff, faculty and students to provide information and to direct them to the appropriate source for resolution of an issue.

Requirements

At least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
Knowledge of standard office procedures and practices, including record keeping, office correspondence control and the uses of office equipment and supplies.
Knowledge of office software, including Microsoft Office.
Ability to understand and apply the laws, rules, policies and procedures governing the assigned unit activities.
Ability to learn about and support the culture of Department of Human Resources, including the roles of the various members of the department and its processes.
Ability to assemble items of information in accordance with established procedures.
Ability to work accurately with names, numbers, codes and/or symbols.
Ability to file material in accordance with standard filing procedures.
Ability to maintain accurate and current records.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain harmonious working relationships with others.
Ability to deal tactfully with others.
Ability to explain the laws, rules, policies and procedures governing assigned unit activities.
Ability to perform arithmetical computations with accuracy.
Ability to give written and oral instructions in a precise and understandable manner.
Ability to exercise sound judgment in handling confidential information.
Ability to complete tasks in a timely manner.
Ability to be patient while dealing with the public.
Strong interpersonal and organizational skills; strong attention to accuracy and detail.
Strong commitment to customer service.

Nice To Haves

A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.
A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.
A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.
Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.

Responsibilities

Provide routine administrative support for the Human Resources Department; greet and direct visitors; respond to internal and external phone and e-mail inquiries; field inquiries and relevant paperwork and forms to appropriate staff person; provide regular information to existing and prospective employees, as well as students and the general public; receive, sort and distribute mail to appropriate individuals within assigned unit.
Provide coverage for staffing the reception desk and act as the front-facing representative of the office in providing excellent customer service to faculty, staff and students when needed.
Provide routine information to and coordinate efforts with staff, and other internal and external departments, agencies and/or customers to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities relevant to the employee life cycle.
Collect and develop a “Frequently Asked Questions” document for HR front desk staff, identify answers and review with other HR colleagues confirm accurate and timely responses.
Review and conduct employment verifications and notify requestors of employment status; process and compile information for verification letters for both current and former employees.
Assist employees with parking deductions, name and address updates and routine payroll information changes in HR Direct People Soft.
Monitor inventory levels of departmental office supplies to ensure adequate supply levels and to maintain the smooth operation of the department; create and maintain database of inventory and supplies to document what is needed; responsible for order office supplies and business cards for HR departmental staff.
Assist the Business and Operations Manager with administrative tasks, such as reserving location for seminars, trainings and events, preparing mailings.
Schedule meetings for departmental managers and senior staff; schedule time and location and reserve required facilities; check availability of parties involved; communicate with university departments if specific equipment or requirements are needed to accommodate the meeting.
Assist the Business and Operations Manager with uploading personnel file.
Assist the Business and Operations Manager with processing journal vouchers for the advertisements.
Provide HR Generalists with administrative support.
Respond to routine inquiries from job applicants regarding the application process and application status; refer inquiries to HR Generalists, when appropriate.
Coordinate all new temporary, non-benefited (03), NTT hires: respond to initial requests via HR Direct email, update and maintain onboarding tracking list for 03 hires: send welcome letters/packages to new 03 hires and schedule I-9 appointments, execute I-9s and run background checks.
Oversee and execute personnel files: Download the pre-employment paperwork to OneDrive and share with data team. Follow up with the employees to complete onboarding actions (I-9, employment paperwork, background check).
Provide back up to the Recruitment and Onboarding Coordinator for benefited searches via Page Up.
Gather, update and enter information into respective departmental and/or university databases and/or systems to ensure current, accurate, organized and accessible records and retrieve information from files, and run reports as directed.
Manage HR Exit Interview reports from Survey Monkey and share with relevant HR staff members for review.
Manage the HR tracking lists for completed ‘Conflict of Interest’ training and performance evaluation forms.
Assist the Compensation and Recruitment area with locating job descriptions in personnel files, as needed.
Assist with updating HR forms for DocuSIgn and upload the files to SoftDocs as needed.
Assist with utilizing various software such as Adobe Acrobat and Visio to create new forms and organizational charts.
Perform other duties as assigned.