Location : Westerville, OHJob Type: Support StaffJob Number: 00338Division: Business AffairsDepartment: Human ResourcesOpening Date: 08/30/2024DESCRIPTIONOtterbein University is seeking a Human Resources Administrative Assistant. This position shall assist the University in achieving its Vision and Mission. This position must have integrity, customer focus, and have the ability to work effectively with individuals from diverse communities and cultures. This key role performs many diversified and human resources administrative functions in fast paced environment. This is a full-time, non-exempt position.BENEFITS AT OTTERBEIN Otterbein offers a comprehensive benefits package including:
- Accrue 4 weeks paid vacation and 10 days paid sick time per year
- 12 paid holidays plus bonus days (including Christmas Eve through New Year's Day)
- Medical, dental and vision insurance to you, dependents or domestic partner
- Defined contribution retirement plan
- Tuition benefit for employees and their dependents
- Employee Assistance Program (EAP)
- and much more
JOB RESPONSIBILITIESAdministrative Support
- Provides administrative support for the Office of Human Resources (HR)
- Front desk support including greeting visitors, answers and routes calls, answers questions within the scope of the position or routes to appropriate HR staff, sort mail and route faxes
- Manages ongoing, heavy flow of employee related documents (PRFs and PAFs) including reviewing documents for accuracy and completeness, routes for electronic signatures in Adobe Sign; sends to payroll and ensure completed documents are protected and saved appropriately
- Schedules meetings and reserves rooms for department administrators
- Maintains and updates HR policies and HR intranet/website as directed
- Maintains personnel files including filing, purging, storing, retrieving according to federal/state laws and Otterbein policies
- Prepares and routes invoices in Chrome River
- Determines HR office supply needs and orders supplies
- Maintains HR monthly calendar with events that need the attention of the HR team each month
- Performs all aspects of student employment hiring process including HR forms, I-9 completions, and routes hiring forms for Payroll
- Organizes and maintains job description
- Maintains university organizational charts and uploads to intranet
- Provides assistance with other HR functions
- Other duties may be assigned.
Recruitment or Preboarding/Onboarding
- Initiates recruitment tasks in Neoed related to job descriptions, requisitions and job postings
- Initiates background check for all new employees and affiliates on campus
- Assigns/processes HR forms for all new hires in HRIS system called Neoed
- Completes form I9 with attention to accuracy and compliance regulations
- Enters new employee information into Banner; creates new accounts and notifies campus partners of new employee ID and email information
- Assign required HR trainings
- Order name badges for new employees
- Creates interview packets for on-campus interviews for job searches
Projects/Program Assistance
- Employee Recognition Event: assists with President's Office to provide information and committee support for the yearly event
Student Employees
- Interviews, recommends candidates, and trains new student employees
SUPERVISORY RESPONSIBILITIES: may oversee student workers as assigned. QUALIFICATIONSTo perform this job successfully, an individual must possess skill in each of the core competency areas listed below. Must be able to work in a fast-paced environment with an emphasis on excellent customer service. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.A working knowledge of the following are preferred for this position:
- Microsoft Office Suite
- Ellucian Banner
- SharePoint
- ARGOS
- NEOED or other HRIS system
- Adobe DC and Adobe Sign
EDUCATION and/or EXPERIENCE: Minimum of an associate's degree or four or more years related work experience desired. REASONING ABILITY: Strong work ethic to see a project through to completion consulting supervisor when unsure or beginning new project; ability to problem-solve and take initiative within the context of assigned duties; ability to plan appropriately in order to meet timelines. Must be able to work collegially with all levels of constituencies to provide exceptional customer service and resolve issues diplomatically; must keep confidential information. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Must be able to spend prolonged periods of time working on the computer and telephone; able to lift to 20 pounds on occasional basis and to 5 pounds on a frequent basis; able to travel throughout campus to represent the department; able to work in a fast paced environment, under constant deadlines and interruptions; able to meet predictable and consistent attendance standards.WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Duties are performed in an environmentally controlled office setting. Exposure to noises and levels normally found in an office setting. SUPPLEMENTAL INFORMATIONThis description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.Otterbein University is an Equal Opportunity Educator and EmployerOtterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities. However, the University's commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission. Inquiries or complaints regarding any form of discrimination or harassment may be directed to: Human Resources To help attract a talented team, Otterbein offers a comprehensive benefits package to full-time faculty and staff. Benefits at Otterbein include:
- Tuition benefit for employee and their dependents
- Accrue 4 weeks paid vacation and 10 days paid sick time per year
- 11 paid holidays plus bonus days
- Medical, dental, vision, life insurance for employee, dependents, or domestic partner
- Disability
- Defined contribution retirement plan
- and much more
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