HR Administrative Assistant & Records Coordinator

UNIVERSITY OF THE VIRGIN ISLANDS; Northern (KY); Hybrid; USD 30,000 - 40,000; Full time

Job summary

The University of the Virgin Islands seeks a dedicated HR receptionist/administrative assistant to support the Human Resources Department in daily operations at the St. Thomas campus.

Responsibilities include data entry, preparing reports, managing calendars, handling confidential information, and acting as the first point of contact for staff and visitors. Proficiency in Word and Excel, strong communication, and attention to detail are essential.

Qualifications

• High school diploma or equivalent required.
• Excellent verbal, wriiten, and interpersonal communication skills.
• Proficiency computer skills in Microsft Office (Word, Excel, Outlook, Teams).
• Strong organization and attention to detail and follow-through.
• Willingness to learn HR procedures.
• Clerial or Customer service experience preferred, but not required.

Responsibilities

• Serves as receptionist for the department, screens visitors and department mail and direct incoming calls to the appropriate party.
• Perform simple to complex data analysis. Produce reports related to HR operations.
• Maintain adequate supply of inventory for the ongoing operational needs.
• Prepare and route correspondence, vouchers and documents needing approval to supervisor. Take notes at staff meeting.
• Provide assistance to staff as needed. Handle calendaring, travel and hotel reservations as needed.
• Perform record maintenance to include file research to assist in the compilation of reports, job letters, etc.
• Assist with the dissemination of information when necessary. Assist with timely response to inquiries.
• Provide accurate and complete information to internal and external customers upon request. Respond to unemployment claims.
• Process employee wage garnishments.
• Serve as department timekeeper. Collect application of leave forms to correspond with time away from office as personal days, vacation time off, sick leave etc.
• Reconcile and inform employee of inaccuracy of incomplete records.
• Provide employment verification to external customers.
• Handle sensitive employee information with discretion and in accordance with HR confidentiality standards.
• Other duties as assigned

Skills

MS Office proficiency

Verbal communication

Written communication

Organizational skills

Customer service

Confidential information handling

Attention to detail

Self-motivation

Education

High school diploma or equivalent

Bachelor’s degree in HR or related field or 3 years related experience

Familiar with HR systems or applicant tracking platforms

Tools

Microsoft Word

Microsoft Excel

Outlook

Teams

Job description

The University of the Virgin Islands seeks a dedicated HR receptionist/administrative assistant to support the Human Resources Department in daily operations at the St. Thomas campus.

Responsibilities include data entry, preparing reports, managing calendars, handling confidential information, and acting as the first point of contact for staff and visitors. Proficiency in Word and Excel, strong communication, and attention to detail are essential.