Human Resources Administrative Assistant - University of Indianapolis

Job Description

Provides administrative support and office management to the Human Resources team and customer service to University employees. Receives questions and requests from University employees via walk-in, email, or telephone, and responds accordingly or forwards the request to the appropriate individual on the HR team. Reporting directly to the Human Resources Director, the Administrative Assistant manages many HR office functions including but not limited to records retention, purchasing and invoicing, data entry in HR and administrative systems, assisting with onboarding and offboarding processes, and coordination and logistics of training and events.

Essential Functions:

• Greet and assist departmental visitors and callers in a consistently invitational and professional manner.
• Effectively manage employee communications by providing solutions or forwarding to appropriate individuals within the institution.
• Handle daily office tasks—routing mail, ordering supplies, scheduling meetings and conference rooms, filing physically and electronically, updating the campus directory.
• Manage receipt of necessary employee paperwork using Adobe Sign or similar software; responsible for auditing paperwork for completion, recording completion of necessary tasks, and filing into the appropriate location.
• Oversee HR records retention, ensuring all files are created accurately and thoroughly, and all documents are destroyed in accordance with University policy.
• Accurately and effectively enter and audit data in the University’s HRIS system, Ellucian Banner.
• Work with the Facilities department to manage employee key requests and distribute keys.
• Manage compliance of I-9 retention and destruction.
• Provide necessary employment information to appropriate internal partners for employee offerings such as the Tuition Discount and Tuition Exchange.
• Draft and send campus communications via email, web, and social media, including new employee and/or promotion notifications, training and development opportunities, condolence messages, etc.
• Oversee employee recognition programs managed by Human Resources.
• Update the Staff Handbook and other employee-facing information, as instructed by the HR Director.
• Responsible for budgetary activities, including reconciliation of departmental credit card and processing payment for incoming invoices.
• Track employee donations to the University’s Catastrophic Sick Bank and manage record-keeping for the program.
• Follow the guidance and direction of supervisor(s).
• Demonstrate respectful, ethical, responsible behavior and abide by all University policies and procedures.
• Demonstrate regular and predictable attendance and punctuality.
• Operate with discretion and understand the vital need for confidentiality and/or privacy with employee matters.
• Other duties, including special projects, as required or assigned.

Competencies/Other Characteristics:

To perform the job successfully, an individual will demonstrate the following:

• Resourcefulness – Effectively identifies solutions to departmental needs. Adept at learning new tools or building internal relationships to assist in project management.
• Accountability & Dependability – Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight. Stays focused on tasks despite distractions and interruptions. Does not make excuses for errors or problems; acknowledges and corrects mistakes.
• Adaptability & Flexibility – Responds positively to change. Copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change.
• Attention to Detail – Performs tasks with care; is thorough, with minimal errors. Checks work to ensure accuracy and completeness.
• Communication – Uses correct vocabulary, spelling, grammar, and punctuation. Gives the listener time to process information and ask questions. Allows others to speak without unnecessarily interrupting them. Asks clarifying questions that elicit clearer or more detailed information.
• Customer Focus – Shows interest in, anticipates, and responds timely to customer needs.
• Ethics – Respects and maintains confidentiality. Tells the truth and is honest in all dealings. Earns others’ trust and respect through consistent honesty and professionalism in all interactions.
• Stress Tolerance – Maintains composure in highly stressful or adverse situations. Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.

Requirements/Minimum Qualifications:

Experience:

Office experience or Human Resources experience is necessary. Proficiency in MS Office applications and Google Suite. Experience working in an HRIS or similar database environment is useful.

Education:

High school diploma. A certificate or associate degree in a related field is helpful.

Company Description

Become a Greyhound! The University of Indianapolis is a private, liberal arts university and home to a close-knit community of more than 700 faculty and staff supporting 5,600 undergraduate and graduate students on our main campus.  We offer an inclusive work environment where your individual contributions will be recognized and rewarded and the University’s motto, “Education for Service,” provides the foundation for all our work.  Situated on 65 acres in the University Heights neighborhood and just minutes from downtown Indianapolis, UIndy’s campus is close to all of the cultural, shopping, sports, and recreational amenities you’d expect in the 13th-largest city in the United States.  Want to cheer on your Hounds when they play their rivals in the Great Lakes Valley Conference?  UIndy employees and their families enjoy free admission to home sporting events, and many arts and cultural events on campus are free for employees as well.  The University is proud to offer a competitive total rewards package, including a generous time off policy, ensuring you can enjoy your time outside of work as you wish.

The University of Indianapolis is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status, marital status, sexual orientation, gender identity, or gender expression. The University of Indianapolis does not discriminate on the basis of sex in its educational programs and activities, including employment and admission as required by Title IX. 

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance
• Tuition Discount
• Retirement Savings Plan - 403B
• Paid Vacation and Sick Time Accruals
• Paid Holiday time and additional University days off
• Employee Discounts & Services
• Free Parking
• Onsite Health & Wellness Center

For more information about the benefits of being a staff member at UIndy, visit our Benefits site.