27-69 Human Resources (HR) Administrative Assistant (AA1) – Office of Human Resources

West Chester University•West Chester University, PA

13h

About The Position

West Chester University of Pennsylvania’s Office of Human Resources is seeking a Human Resources Administrative Assistant to provide comprehensive administrative and operational support to the department. The role supports current and prospective employees by maintaining personnel records, assisting with onboarding and compliance processes, coordinating departmental communications, supporting office operations, and helping ensure the efficient administration of HR services. The position works Monday to Friday, 8:00 a.m. to 4:30 p.m. The successful candidate will provide customer service to visitors, employees, and external constituents; manage multiple priorities in a fast-paced, high-volume environment; use technology effectively; and communicate and interact well with a variety of people. The position requires confidentiality when handling sensitive employee and organizational information. West Chester University is a public, comprehensive institution and a member of the Pennsylvania State System of Higher Education. The University describes its work environment as positive and purposeful and highlights employee growth, work-life balance, and comprehensive benefits. Salary and benefits are governed by the American Federation of State, County and Municipal Employees (AFSCME) collective bargaining agreement.

Requirements

Training gained through graduation from a four-year college or university, or an equivalent combination of experience and training.
Demonstrated proficiency in Microsoft Office, including Outlook, Teams, and Excel.
Some knowledge of the principles and practices of public administration.
Some knowledge of governmental accounting, statistics, and public personnel administration.
Some knowledge of sources of information and methods and techniques used in administrative research.
Ability to carry out, with some supervision, staff assignments requiring organization of material and development of procedures.
Ability to conduct studies and analyze information contributing to the development of sound operational procedures.
Ability to speak and write effectively.
Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Nice To Haves

Administrative experience in a higher education setting or Human Resources office.
Experience maintaining confidential records or handling sensitive information.
Experience using electronic document application systems such as DocuSign, HRIS systems such as OnBase, and/or ERP platforms such as SAP or Business Intelligence (BI) Reporting.

Responsibilities

Support HR and organizational projects and initiatives.
Greet and assist visitors, employees, and external constituents.
Answer incoming calls.
Complete fingerprinting for faculty, staff, student employees, volunteers, and others subject to background screening.
Manage employee Form I-9 records in accordance with federal verification, retention, and destruction requirements.
Review and process employee documentation, including DocuSign forms and personnel record audits.
Monitor and manage the Human Resources Services (HRS) and Official Personnel File (OPF) inboxes and related record-keeping systems.
Maintain and organize electronic personnel records through document sweeping, indexing, and workflow management in Teams, SharePoint, and OnBase.
Coordinate employee personnel file requests and OPF viewing appointments.
Oversee departmental mail operations.
Coordinate departmental work orders and office service requests.
Coordinate building access and security requests, including office closures, with Public Safety.
Manage conference room scheduling, the internal department calendar, and meeting space reservations for employee representatives, departmental meetings, and campus events.
Maintain confidentiality of sensitive employee and organizational information.
Perform other duties as assigned.