Administrative Assistant I, Human Resources

Massachusetts Maritime Academy, Inc; Gray Gables (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Administrative Assistant I at Massachusetts Maritime Academy, Inc. provides general administrative, clerical, and customer service support to the Human Resources and Payroll offices.

The role acts as a primary point of contact for employees, applicants, and visitors, facilitating onboarding, scheduling, records management, and document processing within a confidential and fast-paced environment. The position requires strong organization, discretion, and the ability to manage multiple

Qualifications

• Two years of full-time or equivalent part-time experience in office management or related administrative roles.
• Strong organizational skills and ability to handle confidential information.
• Experience with onboarding, recruitment support, and payroll-related processes is a plus.

Responsibilities

• Welcomes and assists visitors; screens calls; routes inquiries to HR/Payroll staff.
• Provides clerical support for HR and Payroll: scheduling, document prep, data entry, filing, CORI/SORI and I-9 processing.
• Supports recruitment activities: interviews coordination, candidate communications, and new-hire paperwork.
• Maintains electronic and paper records with confidentiality in mind.
• Assists with payroll processes and period-end tasks; covers HR/Payroll projects.

Skills

Office management

Clerical experience

Data entry

Scheduling

Confidentiality

Education

Associate's degree in business administration or related

Job description

First Application Review Date

October 27, 2026

Start Date

November 2026

Division

Human Resources

Union Affiliation

Position Number

FY27-10

Application Deadline

Supervision Received

Reports to the Dean of Human Resources

Supervision Exercised

Subordinate personnel in areas of responsibility

General Responsibilities

The Administrative Assistant I provides general administrative, clerical, and customer service support to the Human Resources and Payroll offices. The position serves as a primary point of contact for employees, applicants, visitors, and others interacting with the Executive Suite and supports the daily operations of HR and Payroll through scheduling, correspondence, records management, document processing, onboarding support, and other administrative functions. The position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a busy office environment.

Essential Duties and Responsibilities

• Welcomes and assists visitors to the Executive Suite; answers, screens, and directs telephone calls; monitors and responds to or routes shared inbox inquiries; provides routine information and directs questions to the appropriate HR or Payroll staff.
• Provides general clerical and administrative support to Human Resources and Payroll staff, including correspondence, scheduling, document preparation, data entry, filing, scanning, CORI/ SORI and I9 processing, and other office functions.
• Provides administrative support for recruitment and hiring activities, including scheduling interviews, coordinating interview logistics, preparing materials, communicating with candidates, and assisting with new-hire paperwork, onboarding, and system setup.
• Updates and maintains electronic and paper records and documentation in accordance with established procedures and applicable confidentiality requirements.
• Provides routine administrative and clerical support for Payroll processes including the part time contract processing, and student worker contracts, including processing forms and documentation, assisting document tracking.
• Assists with HR and Payroll projects, programs, communications, events, and other administrative initiatives; provides coverage and support during periods of high volume or staff absence.
• Performs other related duties and responsibilities as assigned.

Qualifications and Requirements

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

• An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.*
• An Associate's or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed

Preferred Qualifications

• Comprehensive understanding of office management principles, encompassing proficiency in the utilization and applications of various general office equipment.
• Proficiency in comprehending and communicating written and oral instructions effectively, ensuring precision and clarity in both understanding and delivering information.
• Ability to write concisely, to express thoughts clearly, and to develop ideas in a logical sequence.
• Ability to maintain accurate records.
• Ability to communicate effectively in oral expression.
• Ability to deal tactfully with others.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.