Human Resources Assistant

Pitzer College • Claremont, CA

5d • $23 - $23 • Onsite

About The Position

The Human Resources Coordinator assists with a broad range of human resources administrative and technical work to provide day-to-day support to the Office of Human Resources. Manages a high-volume of documents, emails and phone calls along with high level customer service situations.

Requirements

• Professional demeanor and superior customer service to effectively manage inquiries and requests from internal and external constituents, including staff, senior administrators, faculty, students, and the general public.
• Exercise good judgment, tact, maturity, strict confidentiality and initiative in addressing inquiries and requests for information and secure filed and records.
• Outstanding written and verbal communication skills in English.
• Excellent telephone presence while managing multiple telephone lines.
• The ability to provide information in simple and concise terms to a diverse range of individuals.
• Fluent written and verbal communication skills in Spanish preferred.
• Ability to interpret and translate desirable.
• Ability to coordinate and prioritize multiple concurrent projects, bring them to completion by the established deadlines, meeting expectations, and accommodate frequent interruptions.
• Strong attention to detail and adherence to accuracy.
• Punctuality and dependability are critical requirements for this position.
• Ability to be proactive and work independently, and collaboratively as part of a team and with diverse populations.
• Must have access to reliable and secure computer and internet connection.
• Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair.
• Must ensure workstation is safe and free from hazards.
• Bachelor’s degree.
• Two-Three years of Human Resources experience and/or office experience in combination with an HR certification or degree.
• Experience with federal I-9 regulations, forms and foreign and domestic hiring taxation issues for students and temporary employees.
• Knowledgeable in wage and hour laws and regulations.
• Must have valid driver’s license and a driving record insurable under the College’s General Liability policy.
• Must be able to drive self to/from nearby off campus locations.

Nice To Haves

• HR Certification preferred.
• Preference will be given to individuals with direct experience in a human resources office in Higher Education.
• Experience with Workday HCM desirable.

Responsibilities

• Handle office administrative details for the department.
• Serve as the first point-of-contact for telephone calls and emails to the office.
• Provide high-level customer service to assess the needs of visitors and answer or direct inquiries to other team members or corresponding office.
• Answer questions and provide information regarding HR and payroll policies and procedures.
• Prepare/process payment of invoices, purchase orders, expense reports, and office supplies.
• Manage the correspondence for the general HR email account ( [email protected] ), including responding to general inquiries and directing inquiries to appropriate team members.
• Maintain full stock of office forms, materials and college merchandise (e.g., greeting cards, authorization and hiring forms).
• Prepare routine letters, mailings and documents from templates, including employment verifications, and general employee correspondence.
• Manage movie ticket and special event sales, including ordering, tracking sales, and secure petty cash.
• Collect, sort, open and distribute mail for the HR office.
• Provide daily runs to pick-up and deliver campus and U.S. mail to locations on campus; deliver mail to nearby, off-site mail center as needed.
• Develop, document and maintain standard operating procedures for all work processes.
• Responsible for managing confidential electronic and hardcopy personnel and office files, file storage and destruction.
• Create new files and file/scan a high-volume of documents in a timely manner, ensuring accuracy.
• Maintain and ensure strict control of access to HR general, medical, I-9 and personnel files.
• In conjunction with the HR Generalist Coordinate hiring and termination for staff, student, and temporary employees.
• Work with hiring managers to ensure timely completion of hire paperwork and procedures in compliance with regulations and policies.
• Provide timely update to Executive Director of HR regarding any compliance risks.
• Prepare and distribute timely communications and notifications to and about new hires.
• Conduct new hire orientation, including onboarding and communication.
• Verify, be knowledgeable about and accurately manage federal I-9 forms and foreign and domestic hiring taxation issues for students and temporary employees.
• Coordinate termination procedures, including communications/notifications, collection of College property, data entry, change in relationship documentation, and pulling and storing files/records.
• Manage recordkeeping of key communications.
• Work with Summer Programs staff to ensure timely hiring of summer employees.
• Support to Recruiter may include coordinating the processing of payments for external outlets and assisting with other procedures and communications as assigned.
• Maintain basic knowledge of open positions, recruitment status and answer inquiries.
• Basic knowledge of benefits coordinated jointly for The Claremont Colleges through TCCS including medical, dental, vision, group life, long-term disability, employee assistance program, flexible spending accounts and joint voluntary plans.
• Reviews eligibility, taxation issues, and collaborates with Student Accounts and Registrar’s offices on eligible employee benefits.
• Serve as a backup for faculty hiring and terminations.
• Provide backup assistance to other HR/Payroll team members for projects as requested.
• Perform other related duties as required.

Benefits

• Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents.
• Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level