HR Assistant

University of Minnesota; Minneapolis (MN); Hybrid; USD 33,000 - 40,000; Full time

Job summary

University of Minnesota Extension is seeking an HR Assistant to join the Extension HR team. The role provides payroll processing and general HR and administrative support to Extension staff and employees across campus and affiliates.

This is a full-time, 40-hour position with hybrid/remote work options after onboarding. The successful candidate will handle bi-weekly payroll verification, time and absence administration, records maintenance, and coordination with OHR and HR partners to ensure

Qualifications

• High School Diploma or GED required.
• Four years payroll/time/absence processing experience as specified.
• Experience handling confidential information.
• Ability to interact with all levels in an organization.
• Proficient in Word/Excel, mail merge, and spreadsheets.
• Advanced to expert in Google Workspace with formulas and pivot tables.
• Strong written and verbal customer service skills.

Responsibilities

• Review bi-weekly payroll and correct as needed.
• Verify payroll reports and ensure accuracy.
• Submit forms to ensure timely payments.
• Track appointment end dates and communicate extensions.
• Manage Extension HR Time and Absence administration.
• Approve/adjust time submissions after supervisor review.
• Coordinate with OHR leave team.
• Assist with background checks and compliance.
• Maintain HR intranet pages and careers site.
• Support candidate reviews and work authorization checks.
• Provide admin support for searches and interviews.
• Maintain employee files and Perceptive Content.
• Provide orientation/training tech support.
• Diversity and equal opportunity commitments.

Skills

Payroll processing

Time processing

Absence processing

Confidentiality

Customer service

Microsoft Office

Google Workspace

Cross-functional comm

Education

High School Diploma/GED

Tools

PeopleSoft

Job description

About the Job

Bargaining unit consideration begins 10/14/2026 and closes 10/21/2026.

Title: HR Assistant

Classification: Executive Office and Admin Specialist (Job Code 1885), AFSCME-Represented

Pay Range: $24.33 - $28.96/hr

Appointment: Full-Time (40 hours/week)

Office Location: Coffey Hall St. Paul Campus (Hybrid / Remote work options available)

Apply By: October 26, 2026

About the Position

The HR Assistant is part of the Extension HR team, providing payroll processing and general HR and administrative support to the team and Extension Employees.

Location and Work Environment

This position requires mainly working in the office in order to facilitate in-person work and work done in partnership with other team members. Some hybrid work options are available after the onboarding and training process has been completed. Work is typically performed in an ordinary office environment and often involves working a desk. Some physical activity is required and intermittent, such as navigating through the building or carrying files or materials.

Work Schedule

This is a full time 40 hour a week position. Work schedule will be set with the supervisor upon hire. Typical work schedule would be 7:00 - 3:30, 7:30 - 4:00 or 8:00 - 4:30 or something similar.

Primary Responsibilities

• Review and verify bi-weekly payroll; coordinating with OHR central services team and/or others on the Extension HR team to correct as needed
• Review payroll-related reports to assist with payroll verification
• Communicate and submit forms as needed to ensure errors are corrected and payment is accurate and timely
• Track appointment expected end dates and collaborates with HR Partner on communication to supervisor to ensure appointment is extended or ended appropriately
• Serve as an Extension HR Time administrator; monitor time sheets and time reports to ensure accurate time reporting and approval
• After consulting employee supervisor, approve/adjust Time submissions as needed
• Serve as Extension HR absence administrator; monitor absence submissions and related absence report to ensure accurate reporting and approval
• Coordinate with OHR's leave team as needed
• Serve as a resource for and provides assistance to Extension employees regarding time, absence, and leave questions

Search Support

• Maintain HR intranet pages and Extension careers page
• Make candidate status updates in the recruiting solutions system; communicating with candidates as needed
• Complete candidate reviews for proper work authorization and potential conflicts of interest
• Assist with submitting background check requests for compliance with various background check requirements
• Communicate with new hires and supervisors
• Track and monitor hiring process for 80+ intern and seasonal hires
• Provide administrative support for searches as needed, such as sort application materials, coordinate interviews and background checks, etc.

General HR Support

• Coordinate with Admin for Sr Associate Dean on Academic promotion process for Extension Educators and Professors, submitting required documentation to OHR for final entry
• Complete I-9s (in-person and virtually)
• Maintain employee personnel files in Perceptive Content; file new documents as needed
• Collaborate with Extension IT to maintain the Extension employee directory
• Track and request Person of Interest appointments, collaborating with HR Partner on any necessary communications
• Provide technical assistance during orientation & training sessions
• College tracking of Safety of Minors background checks and related
• Other duties as assigned

Federal Benefits support

• Provide Federal Benefits reporting; requesting payments as needed
• Process federal benefit changes
• Provide required copies for federal retirements
• Provide reports as needed regarding federal benefits
• Submit payments for employee and employer contributions and reconcile payments

Required Qualifications

• High School Diploma/GED.
• Four years of related work experience doing things such as payroll, time, and/or absence processing, verification and validation. Training and education in HR and Payroll areas may be substituted for some of the years of experience.
• Experience handling confidential and time-sensitive materials.
• Experience successfully interacting and establishing cooperative working relationships with all levels in an organization.
• Proficient skills in Microsoft Office Suite (Word, Excel) to include mail merge and spreadsheets.
• Advanced to expert level skills in Google Workspace (Google doc, sheets, mail, folders, etc.) including experience and technical skills in creating formulas, VLOOKUP's, pivot tables and related queries.
• Evidence of strong written and verbal customer service communication skills

Preferred Qualifications

• Experience delivering high level customer service, including:
  • Resolving payroll discrepancies (such as notifying employees of under or over payments and initiating the collection).
  • Auditing payroll records
  • Assisting with or conducting background checks and I-9 verifications
• Work experience in a Human Resources environment
• PeopleSoft or similar application software experience
• Strong time management skills and the ability to coordinate multiple assignments simultaneously (i.e. managing frequent interruptions, answering phone inquiries)
• Experience sending, collecting, and processing time sensitive and confidential materials.
• Proven ability to be proactive and take initiative on projects and process improvements.

Additional Qualifications

• Reliable internet while working remotely.
• Ability to sit or stand and work at a computer for prolonged periods of time; up to 8 hours a day.
• Ability to lift, push, pull up to 10 pounds frequently, and 30 pounds occasionally.
• This position is not eligible for employment Visa sponsorship.

About the Department

About Extension

University of Minnesota Extension is a major outreach arm of the University of Minnesota with a mission to serve the public through applied research and education. Our mission is to make a difference by connecting community needs and University resources to address critical issues in Minnesota. Extension strives to attract and retain high-quality, passionate employees. Find further information on the Extension website.

Pay and Benefits

Pay Range: $24.33 - $28.96/hr

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.