Human Resources Assistant

The Research Foundation for The State University of New York at Stony Brook; Stony Brook (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

The Research Foundation for The State University of New York at Stony Brook seeks a Senior Administrative Assistant to support HR functions for the Cancer Center, including recruitment, hiring and retention, time and attendance, and employee relations. This role requires strict confidentiality and the ability to manage multiple priorities in a fast-paced environment.

The position emphasizes independent work, strong organizational and written/verbal communication skills, and a full-time schedule.

Qualifications

• Bachelor’s degree (foreign equivalent or higher).
• Two (2) years of full-time administrative experience in an office setting.
• Human Resources (HR) experience.
• Proficiency with computer software with Microsoft Office and/or Google applications.

Responsibilities

• Assist with recruitment coordination and hiring processes within the Cancer Center.
• Handle HR administrative tasks including timekeeping, payroll data and personnel records.
• Prepare and maintain HR reports and data in the Talent Management System or HRIS.
• Maintain and organize HR files, onboarding/offboarding, and training records.
• Assist with internal training coordination and attendance tracking.

Skills

HR experience

Administrative support

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

Job Description - Human Resources Assistant (2602524)

Human Resources Assistant

Required Qualifications (as evidenced by an attached resume)

• Bachelor’s degree (foreign equivalent or higher).
• Two (2) years of full-time administrative experience in an office setting.
• Human Resources (HR) experience.
• Proficiency with computer software with Microsoft Office and/or Google applications.

Preferred Qualifications

• Advanced degree (foreign equivalent or higher).
• Two (2) years of full-time Human Resources (HR) experience.
• Recruiting/Talent Acquisition experience.
• Experience working with an applicant tracking system.
• Experience working with an HRIS.

Brief Description of Duties

The HR Assistant will assist with the coordination of all HR functions for the Cancer Center, displaying utmost confidentiality. This will include recruitment, hiring and retention, time and attendance functions, and employee relations. The HR Assistant must have the ability to work independently and manage multiple priorities in a fast-paced, deadline-driven environment. Excellent organizational, analytical, written and verbal communication skills will be necessary for success.

Duties

Talent Acquisition Coordination

• Assist with departmental recruiting.
• Create, modify, and work with hiring managers to develop/update position descriptions.
• Create requisitions within the Talent Management System (TMS) for job postings.
• Draft and review job-related documents, including org charts, interview questions, etc. to ensure documents are uploaded appropriately to the Talent Management System.
• Review applicant pools and forward resumes and candidate applications to search committees, schedule interviews, book meeting/interview locations, and perform reference checks.
• Process hiring requests and create new hire packets.

HR Administration

• Responsible for a variety of confidential assignments including processing change requests; appointments, terminations, salary information, personnel and payroll transactions, etc.
• Track department work-related accidents: Review and process incident reports, create, modify, and update databases.
• Assist with ensuring lines are budgeted appropriately and information is clearly recorded.
• Update organizational charts for the department.
• Maintain HR Master List to adequately reflect department changes and information.
• Ensure HR information and reports are accurate and up-to-date.

Report Management

• Assist with tracking transactions. Compile and send out reports on the status of personnel and payroll matters.
• Assist with maintaining an HR database for departmental policies & procedures.
• Maintain a probation report, send out and process probation forms as needed.

Record and File Management

• Maintain department personnel related files and records to include time-sheets, performance programs, evaluations, training records, labor relations issues, worker’s compensation, leaves of absence, and other related employee information.
• Onboard and offboard employees.
• Maintain HR requisition files for all job-related documents.
• Update, track and distribute performance evaluations and programs to ensure department’s compliance.
• Coordinate and organize safety and other training to ensure compliance.
• Schedule training, create sign-in sheets and handle meeting logistics.
• Track and follow-up with Managers regarding training course attendance.
• Maintain a log of training progress and attendance.
• Assist with internal training sessions for new Managers and Supervisors.

Timesheet Administration

• Maintain and update time-sheet database.
• Assist with timesheets: printing, sorting, distribution, collection and review.

Additional Duties and Responsibilities as Assigned

Other duties are assigned as appropriate to rank and departmental mission.

Special Notes

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number

2602524

Official Job Title : Senior Administrative Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Cancer Center

Schedule

Full-time

Shift

Day Shift Shift Hours : 9 to 5

Appointment Type

Regular

Salary Grade

N8

SBU Area

The Research Foundation for The State University of New York at Stony Brook