Human Resources Assistant

Palm Beach Atlantic University; West Palm Beach (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

Palm Beach Atlantic University is seeking a Human Resources Assistant to function as the front office coordinator and first point of contact for HR inquiries. The role supports the Vice President for Human Resources and the HR team with administrative duties and service-oriented communication.

Responsibilities include front desk operations, calendar management, document production, candidate inquiry support, and managing expenses and purchases.

Qualifications

• Post high school training required; Bachelor's degree preferred, or equivalent experience.
• 1+ years’ experience supporting teams in a fast-paced environment. Prior HR office experience preferred.

Responsibilities

• Coordinates daily operations and front desk activities such as calendar management, room reservations, meeting logistics, office supply management, upkeep of office equipment, and maintenance of the general office function and aesthetics.
• Monitors the HR inbox and appropriately responds to, and routes as necessary, incoming and outgoing calls, email, and mail.
• Creates, edits, and produces forms, letters, reports, documents, and other correspondence.
• Troubleshoots candidate application inquiries, escalating as needed to supervisor.
• Coordinates the university-wide name badge and business card requests.
• Serves as the primary point person for the employment eligibility verification process.
• Reconciles credit card purchases for the department monthly ensuring all receipts are obtained and submitted to accounting with proper documentation.
• Processes expenses and creates and processes purchase orders for all Human Resources invoices and expenses.
• Tracks departmental budget expenditures and provides reports to the Vice President for Human Resources quarterly and upon request.
• Maintains an office-wide paper and electronic filing system for the department.
• Creatively maintains digital signage for Human Resources university-wide communications.
• Maintains intranet webpages for Human Resources

Skills

Customer Service

Professionalism

Adaptable/Flexibility

Effective Communication

Teamwork

Education

Bachelor's degree preferred

Equivalent experience

Job description

In support of the university’s mission and objectives, the Human Resources Assistant serves as the front office coordinator and first point of contact for human resources inquiries, delivering top-level, exceptional service with a people-first approach. This role provides administrative support for the Vice President for Human Resources and the entire Human Resources team. This role requires a high level of accountability, strong communication, and initiative.

Human Resources Operations

• Coordinates daily operations and front desk activities, such as calendar management, room reservations, meeting logistics, office supply management, upkeep of office equipment, and maintenance of the general office function and aesthetics.
• Monitors the Human Resources inbox and appropriately responds to, and routes as necessary, incoming and outgoing calls, email, and mail.
• Creates, edits, and produces forms, letters, reports, documents, and other correspondence.
• Troubleshoots candidate application inquiries, escalating as needed to supervisor.
• Coordinates the university-wide name badge and business card requests.
• Serves as the primary point person for the employment eligibility verification process.
• Reconciles credit card purchases for the department monthly ensuring all receipts are obtained and submitted to accounting with proper documentation.
• Processes expenses and creates and processes purchase orders for all Human Resources invoices and expenses.
• Tracks departmental budget expenditures and provides reports to the Vice President for Human Resources quarterly and upon request.
• Maintains an office-wide paper and electronic filing system for the department.
• Creatively maintains digital signage for Human Resources university-wide communications.
• Maintains intranet webpages for Human Resources

Department Student Employee Supervisor

• Engages in daily planning and prioritizing of student team workload and projects.
• Manages the schedules for department student employees.
• Holds team meetings to assess progress of student team projects and provide a forum for discourse, problem solving, and strategizing.

Student Employment Processing

• Manages the university student employment hiring and onboarding processes.

Administrative Support Functions

• Provides administrative support in highly sensitive situations to the Vice President for Human Resources, including scheduling confidential meetings, maintaining and reviewing confidential communications, and interacting with constituents over sensitive matters.
• Provides administrative support to the team in areas such as talent acquisition, new employee onboarding, and student employment.
• Provides project support as needed.
• Other duties as assigned.

Qualifications

EDUCATION

Post high school training required; Bachelor's degree preferred, or equivalent experience.

EXPERIENCE

1+ years’ experience supporting teams in a fast-paced environment. Prior experience in a human resources office setting, preferred.

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Develops Others – Ability to promote continuous improvement within teams and/or individuals.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

ADDITIONAL REQUIREMENTS

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 25 pounds.