Talent Acquisition and Onboarding Assistant

Loyola University Maryland•Baltimore, MD

86d•$22 - $27•Onsite

About The Position

The Program Assistant provides vital administrative support to the Office of People and Culture on the Employee Experience team. This role involves providing a diverse range of administrative support while balancing multiple priorities in support of office and University goals. This position is ideal for someone who is highly organized, proactive, and eager to contribute to a collaborative environment. Position Duties: Serving as the primary point of contact for all departmental inquiries, the program assistant plays a key role in maintaining an organized and welcoming office environment. Core duties include but are not limited to answering and responding to emails and phone calls; drafting routine correspondence; taking and/or transcribing meeting minutes; performing data entry; creating spreadsheets, presentations, documents, files, and records; and sorting and distributing incoming mail; scheduling repairs and coordinating maintenance for the office; preparing invoices and ensuring timely payment; managing schedules and calendars to include scheduling events; managing supply orders and inventory; and website updates and maintenance.

Requirements

High School diploma or equivalent
Minimum of 1 years related experience required.
Knowledge of office practices, procedures, systems, and equipment.
Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service.
Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook, etc.) and data systems.
Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail.
Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines.
Ability to produce accurate work and prioritize effectively.
Ability to prepare and maintain budgets and generate Excel and other reports.
Ability to maintain confidentiality and use discretion.
Demonstrated experience organizing, planning, and coordinating events.
Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Responsibilities

Monitor and respond to general talent acquisition email inquiries daily.
Review job descriptions and job description addendums for accuracy and consistency with the University's job architecture
Review job postings to ensure consistency with the approved job descriptions
Develop search timelines and post job openings to external venues
Coordinate with hiring managers to complete budget transfers for recruitment advertising, as needed
Screen interview pools to confirm candidate eligibility based on minimum qualifications
Monitor open searches to ensure they are progressing as planned
Monitor job postings for candidate dispositioning and closure
Provide annual updates to the Recruitment Guide
Coordinate and oversee completion of new hire onboarding (e.g., background checks, welcome communications, I-9 processing, technology requests, new hire photos, campus tours, new hire Evergreen ID cards, parking information)
Maintain on campus employee housing information
Oversee and coordinate completion of employment verifications
Assign and ensure completion of assigned new hire and compliance training
Proactively monitor and manage I-9 audits and reverifications
Coordinate and proactively monitor the scheduling and completion of exit interviews for voluntary separations
Complete unemployment claims
Coordinate labor law posters - ordering and placement on campus
Submit vendor invoices for payment
Update and maintain talent acquisition and onboarding related web content
Manage general communications from the Office of People and Culture
Coordinate room reservations and catering for Office of People and Culture events
Assist with revisions and maintenance of Office of People and Culture website and social media content