Human Resources Assistant

Samford-University; Homewood (AL); On-site; USD 35,000 - 48,000; Full time

Job summary

Samford University is seeking a Human Resources Assistant to support HR operations, including data entry, records management, and reception duties. The role requires discretion and the ability to handle confidential information while providing friendly service to faculty, staff, students, and visitors.

You will maintain Banner personnel files, assist Employment Coordinators with onboarding, respond to inquiries, process I-9 and E-Verify, and help with HR events and web content updates.

Qualifications

• High school diploma or equivalent with 3+ years of relevant HR experience.
• Bachelor’s degree with 1+ year of relevant HR experience.

Responsibilities

• Maintains Banner HR files, records and documentation including new hire records for faculty, staff and student employees.
• Processes change of status forms and data entry for new employee files.
• Assists Employment Coordinators with onboarding forms and tasks.
• Guides applicants through the applicant tracking system.
• Provides receptionist coverage, welcomes visitors, answers inquiries, and directs campus directions.
• Acts as gatekeeper for HR inquiries and directs to policies and resources.
• Completes I-9 forms and E-Verify as needed.
• Performs electronic filing/scanning for HR/Payroll/Benefits and maintains personnel files.
• Reviews documents for shredding per retention policy.
• Receives HR mail, invoices, orders office supplies.
• Notifies and communicates bereavement procedures; supports HR events and webpages.
• Onboards new employees and maintains current HR content online.

Skills

Computer skills

Communication

Organizational skills

Detail-oriented

Customer service

Time management

Teamwork

Education

High school diploma or equivalent

Bachelor's degree

Tools

Banner

Workday

Paycom

NEOED

NEOGOV

PageUp

Job description

The Human Resources Assistant provides essential support in various facets of human resources operations. This position incorporates a range of responsibilities, including data entry, administrative support, clerical duties, and e?cient electronic ?ling management. Additionally, the Human Resources Assistant will at times serve as the receptionist, ensuring a professional and welcoming ?rst point of contact and gatekeeper for visitors. This role requires discretion and the ability to manage and safeguard con?dential information integral to human resource functions. The person in this role should embrace opportunities for growth and skill development within the Human Resources ?eld, displaying enthusiasm for contributing to the overall success of the HR department.

• Maintains accurate and up-to-date Banner human resource ?les, records, and documentation including the creation, entry, and maintenance of new hire employee records for Faculty, Sta?, and Student employees, involving the input of various crucial data such as hourly rates, salaries, personal information, and other pertinent job-related information, placement information for student employees, leave balances, deductions for taxes, bene?ts, and other deductions (excludes garnishments and court-ordered withholdings), direct deposit, and other information.
• Processes change of status forms for employees including job changes, terminations, and other information. Completes Faculty, Sta? and Student employee and Volunteer data entry to create new employee ?le and personal employment records in Banner.
• Assists Employment Coordinators with processing, and check onboarding forms and task assignments for new employees.
• Assists Employment Coordinators with e?ciently guiding applicants through each stage in the applicant tracking system.
• Provide departmental coverage in the capacity of receptionist as needed:
  • This role involves extending a warm welcome to both in-person and remote visitors, whether through telephone or web-based communication. The duties encompass receiving and addressing inquiries, as well as facilitating appointment scheduling. Additionally, the position entailles guiding visitors by maintaining up-to-date employee and department directories and furnishing clear instructions and campus directions.
  • The role functions as a gatekeeper and point of contact for visitors seeking assistance in the HR department.
  • This role provides valuable support by o?ering basic guidance to employees and supervisors regarding HR policies and procedures, directing them to relevant university resources for information on policies, bene?ts, and employee handbooks.
  • Furthermore, they play a role in acquainting Faculty, Sta?, Student employees, and Volunteers with introductory self-directed onboarding procedures where necessary.
• Responds to incoming requests by promptly funneling each inquiry to the appropriate colleague or by providing timely and accurate response when able.
• Completes I9 forms, I9 documentation, and E-Verify as needed.
• Performs Faculty, Sta? and Student employee general electronic ?ling/scanning for HR/Payroll/Benefits and personnel ?le maintenance/uploading related to:
  • Employee documents/forms
  • Letters of Agreement
  • Address changes for terminated employees
  • Name changes for current employees
  • Scanning and indexing employment ?les
• Reviews documents for shredding following the Document Retention Policy.
• Receives and processes all HR incoming mail.
• Receives and processes invoices for the department.
• Orders and maintains o?ce supplies.
• Noti?es, orders, and communicates bereavement procedures.
• Assists with Human Resources events such as Open Enrollment, Service Awards, New Employee Orientation, etc.
• Assists in maintaining current content of the HR web page.
• Assists with distributing pay cards and faculty/sta? ID cards.
• Display a genuine “team player” attitude eagerly willing to assist department members in accomplishing tasks and goals.
• Performs other duties as assigned.

• Either a high school diploma or equivalent and at least three (3) years of relevant experience or a Bachelor's degree and at least one (1) year of relevant experience.
• Excellent computer skills in Microsoft O?ce Suite and other o?ce-related software.
• Exceptional communication skills, both written and spoken, for clear, professional interactions.
• Proven organizational and time-management skills.
• A demonstrated commitment to and understanding of the Christian mission of the University.
• Ability to work well under pressure and to prioritize competing demands in a fast-paced environment.
• High level of detail-orientation and accuracy.
• Exceptional customer service skills.
• Ability to maintain con?dentiality and handle sensitive information.
• Ability to sit for prolonged periods of time at a desk.
• Ability to lift up to 20 pounds at times.
• Ability to report to work five days per week.
• Ability to work with a computer for up to eight hours per day.
• Ability to work independently and as an integral part of a team.

• Prior experience in Human Resources.
• Prior experience with HR software and systems, such as Banner, Workday, Paycom or Applicant Tracking System, such as NEOED/NEOGOV, PageUp.
• Knowledge of employment laws and regulations, including familiarity with I-9 veri?cation processes.