Overview
Administrative Assistant Jobs in Philadelphia, PA at IMEG Corp.
Equal Opportunity and Nondiscrimination Statement
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.
Location:
Claremont, CA
Job Posting Title:
Human Resources Administrative Assistant
Job Details and Requirement:
BASIC FUNCTION:
The Human Resources Administrative Assistant serves as the initial point of contact for the Office of Human Resources at Claremont McKenna College. The Administrative Assistant assists the Office of Human Resources with administrative support and provides support in recruiting, training, record-keeping, and communication throughout the College. This position requires working with a variety of HR functions with full confidentiality and professionalism. This position reports to the Assistant Vice President of Human Resources.
The Administrative Assistant performs a broad range of administrative and clerical duties in the Office of Human Resources. Duties include, but are not limited to; accurate data entry in the HRIS system Workday, process and monitor tuition remission applications, maintain various records within Workday and shared drive, prepare and send general correspondence, process invoices, order supplies, prepare special payment authorizations, process and monitor background checks, provide secondary support for ergonomic requests, scheduling ergonomic appointments, ordering ergonomic supplies, and collaborate with various departments across the College.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Maintain and update faculty, staff, and temporary worker information in Workday, including contact information, building access, telephone directories, meal plans, hiring practices, performance reviews, and approving self-service changes.
Process faculty, staff, and temporary worker terminations and initiate related tasks including scheduling exit interviews, compile exit interview packets, drafting transition letters, and coordinating final checks.
Notify departments of new hires, rehires, and terminations.
Maintain employee files and I-9 records
Process expenses, invoices, and tuition remission applications.
Prepare new hire packets and coordinate onboarding logistics with ITS, Facilities, and Connections for computer setup, access, and meal privileges.
Prepare faculty transition and retirement letters.
Manage the HR inbox and phone line; respond to inquiries or route as needed in a timely manner.
Maintain Human Resources Department Calendar
Draft and distribute communications regarding benefits, promotions, meetings, and announcements.
Maintain accurate data records and disseminate various lists, spreadsheets, and reports including annual staff holiday, convocation, and service awards and recognitions, databases, and invitation lists.
Support planning and management of HR events including ordering items and awards, drafting communications and graphics, coordinating with sponsors and vendors, and collaborating with various College departments.
Oversee Rideshare Transportation Reduction incentive Program (TRiP) including preparing and distributing monthly Rideshare memo and form, processing Rideshare reimbursements, and serving as main point of contact for Rideshare program.
Support staff salary letter processes.
Monitor and reorder office supplies as needed.
The successful candidate will have the following characteristics and abilities:
Regular attendance.
Take and follow directions.
Effective communication skills
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Excellent customer service skills and display a positive attitude.
Balance multiple tasks and priorities.
QUALIFICATION STANDARDS & SKILLS:
EDUCATION: Graduation from high school with a minimum of one year of college or business school and courses in general clerical or business subjects, or combination of education, training, or experience that provides the required knowledge, skills, and abilities.
EXPERIENCE: Minimum of two years experience working within an Administrative Assistant role or similar administrative support role preferably within a higher education environment; experience working within Human Resources highly desired.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
Ability to maintain confidentiality and professionalism at all times.
Ability to regularly use various computer software and functions to include; but not limited to: Microsoft Office (Excel, Word, Outlook), Workday, and other technology as needed such as copy, scan, fax, and postage machines.
Strong writing, reading, proofing skills.
Knowledgeable in creating various correspondence, including the ability to mail merge using multiple-field databases.
Knowledgeable in various Human Resources functions; remain current on various employment compliance regulations and other HR related laws.
Ability to work independently with minimal supervision.
Ability to meet and prioritize deadlines, work in a fast-paced environment, multi-task, and input data accurately.
Ability to display a high level of customer service skills; including the ability to problem solve, deescalate various situations, troubleshoot, assist and inform as needed.
Bilingual English Spanish is strongly preferred.
REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division. This is a twelve-month position.
CLASSIFICATION AND STATUS: This is a full-time, 12-month, year-round, non-exempt, benefits-eligible position.
Supervisor – AB1825: No
Mandatory Reporter – CA Penal Code: Yes
Responsible Employee – Title IX: Yes
Campus Security Authority – The Clery Act: No
APPROXIMATE PAY RANGE: $22.00 – $24.00 per hour
GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with the requirements cited in this job description.
ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop over time, accordingly the College reviews this job description on a periodic basis and make changes of business necessity.
AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.
Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.
Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant’s acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College’s automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.
Disability Accommodations
In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.
An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or
[email protected]
for assistance.
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Title: Administrative Assistant
Company: IMEG Corp.
Location: Philadelphia, PA
