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Human Resources

PO Box 444332
Moscow, Idaho
83844-4332

HR:
(208) 885-3638

TDD:
(208) 885-3617

FAX:
(208) 885-3602

EMAIL:
employment@uidaho.edu


Administrative Assistant 2

Human Resources


Open for Recruitment:  January 15, 2013 - January 29, 2013
Announcement #:  01231058336
Pay Rate:  $13.25 - $15.40/hr DOE; $27,560 - $32,032/yr DOE
Full or Part Time:  Full Time
Location: Moscow

Materials Required:
    Online Application
    Job References
    Resume
    Letter of Qualification


MAJOR FUNCTION:

 

As part of the Human Resources team the position performs a variety of tasks which support the administrative duties for several positions within Human Resources, including the Executive Director for Human Resources, the Director of Employment Services, and the Director of Payroll and Benefit Services.

 

RESPONSIBILITIES:

 

Provide administrative and managerial support to the Executive Director and Directors by:        55%  Essential

         Maintaining the research, compilation, and organization of materials for administratorsí use for problem resolution;

         Organizing orientation, meeting, and training rooms and preparing related materials;

         Attending meetings, preparing minutes, compiling agenda and appropriate attachments;

         Composing appropriate responses for routine correspondence; reviewing, proofreading and editing a variety of correspondence, presentations, and official documents;

         Serving as administrative liaison for the Executive Director and HR Directors with faculty, departments, and state, federal and private agencies and organizations;

         Identifying, developing and utilizing procedures to expedite and enhance daily operations;

         Researching and gathering information, assembling data, preparing detailed reports;

         Prioritizing projects, responses and reports as needed to maintain the flow of information through the departmental office and outside constituencies to meet internal deadlines and those set forth by other agencies;

         Coordinating special activities and assisting with special human resources projects;

         Coordinating and implementing special projects; monitoring progress/deadlines

         Researching travel options, facilitate travel arrangements and completion of travel forms and expense requests;

         Handling and managing sensitive and confidential administrative documents and information;

         Developing and maintaining web sites as directed by Executive Director.

         Assist other HR departments as necessary.

 

Provides office management by:              25%  Essential

         Hiring, training, supervising and orienting office support staff (HR Assistant and student employees) and assigning duties and responsibilities;

         Serves as the primary liaison with other University departments to accomplish tasks (e.g. Facilities, ITS, Finance and the Controllerís Office).

         Working as a partner with the HR Assistant to ensure customer service needs are met; and performing HR Assistant duties when needed

         Providing additional coverage at the front desk, including but not limited to answering the phone, in-person customer service, and data entry

         Maintaining the electronic imaging of the personnel files and other employee records; as well as paper filing systems;

         Coordinating mailings;

         Facilitating professional development opportunities for subordinatesí training as needed;

         Creating procedural structures to ensure efficient, productive workflow and office support systems.

         Providing data entry in Banner and other administrative systems included but not limited to: Train Track and E-Verify;

         Conducting and maintaining office inventory; including but not limited to; keys, furniture, supplies, etc.

 

Contributes to team effort by:  10%  Marginal

         Supporting institutional, division, and department goals by working collaboratively to accomplish desired results;

         Participating in educational workshops and/or reviewing professional publications;

         Participating in cross-functional teams and committees as appropriate;

         Assisting HR staff by assessing their needs and providing support as needed;

         Performing other duties as assigned.

 

MINIMUM QUALIFICATIONS:

 

Good knowledge of:  office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling and summarizing data for reports.

 

Experience:  interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.

 

Must:  Applicants who are selected as final possible candidates must be able to pass a criminal background check.*

 

ADDITIONAL DESIRABLE QUALIFICATIONS: 

         Office experience

         Excellent knowledge of Word and Excel

         Strong verbal and written communication skills

         Demonstrated ability to maintain confidentiality

         Strong interpersonal skills;

         Demonstrated ability to maintain pleasant and professional demeanor at all times

         Demonstrated ability to solve problems

         Demonstrated ability to meet deadlines efficiently and independently; work accurately

         Knowledge of Banner applications for finance and human resources

         Supervisory experience


 

To enrich education through diversity, the University of Idaho is an Equal Opportunity/Affirmative Action Employer.