Staff Associate for Personnel Services

Fitchburg State University; Fitchburg (MA); On-site; USD 70,000 - 75,000; Full time

Job summary

Fitchburg State University in Fitchburg, MA is seeking a diligent HR Administrative Assistant to support the Office of Personnel Services and the Executive Director. The role involves front-line reception, managing the employment jobsite, and handling confidential personnel records with discretion.

You will maintain HR systems, draft letters, and assist with payroll files while ensuring accessibility and policy compliance. A collaborative, service-oriented approach is essential.

Qualifications

• 2+ years of experience in a confidential, high-volume environment.
• Experience interpreting personnel policies and procedures per law and union agreements.
• Ability to pass CORI/SORI background checks.
• Ability to work with minimal supervision in a team setting.

Responsibilities

• Provide daily office management and front-line customer service for HR.
• Handle confidential information and administrative tasks for Human Resources and Payroll Services.
• Manage hiring via the University job site, posting, reviewing applicants, and closing searches.
• Provide training to supervisors and troubleshoot issues.
• Coordinate background screening for all hires.
• Maintain HR databases and generate reports.

Skills

Discretion

Communication

Time management

Attention to detail

Tools

Banner

HRCMS

Microsoft Office

Google Suite

Job description

About Fitchburg State University:

Fitchburg State University, located in Fitchburg, Massachusetts, isa public institution dedicated to integrating high-qualityprofessional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 6,000 full and part-time students. We invite you to learn more about us and how we can help you achieve your educational goals.

Institutional Diversity and Social Justice

Fitchburg State University embraces a commitment to diversity,inclusion, belonging and social justice. We encourage individuals from historically underrepresented groups to apply and also those who can contribute to diversity, inclusion and equal opportunity in higher education through their teaching, research and mentorship.

Job Description

GENERAL STATEMENT OF DUTIES: Work with and provide support to the Office of Personnel Services, primarily the Executive Director for Personnel Services and other members of the office's team in the administration of the operations and activities of the department. Responsibilities include answering phones and greeting visitors to the office and resolving or referring their concerns, management of the employment jobsite, advertising openings, troubleshooting issues brought by stakeholders or observed during execution of duties, grievance tracking, maintaining department website, drafting letters, creating spreadsheets for various human resources needs and other duties as assigned.

Perform administrative duties requiring a high degree of discretion and decision making for conformance with collective bargaining agreements, application of personnel policies, and handling of personnel and payroll files. Accurately maintain and update Banner, HRCMS, and other databases, and integrate these systems into a reporting function that supports the Fitchburg State community. This position reports directly to the Executive Director for Personnel Services.

Duties & Responsibilities

1. Provide daily office management and operations; serve as a front line customer service representative; and monitor and respond to HR email inquiries from faculty, staff, students, and general public.
2. Handle highly confidential information and perform administrative tasks for Human Resources and Payroll Services including scheduling, managing personnel files/information, reporting, composing letters and memos, and maintaining grievance files with accuracy and detail.
3. Manage hiring process via the University job site to include posting all positions, reviewing applicants as necessary, assisting search committees/hiring managers, and closing searches.
4. Provide training and assistance to supervisors/jobsite users and troubleshoot issues as they arise.
5. Facilitate background screening for all new hires.
6. Coordinate and provide administrative support with the organizing and scheduling of professional development, training workshops, years of service and other events for Personnel Services.
7. Update and maintain employment data in various databases and spreadsheets.
8. Create and track personnel action workflows (i.e. new hires, reclassifications, terminations, promotions, etc.).
9. Maintenance electronic personnel files and HR records management.
10. Manage the evaluation process for employees (APA, AFSCME and non unit members).
11. Assist with the edits and revisions of departmental manuals, employment forms, and electronic links as needed.
12. Monitor and maintain the Human Resources and Payroll Services webpage, including forms, resources, university policies, and employment opportunities. Assist with updating policies and manuals, within the HR unit.
13. Ensure document content uses plain language guidelines; ensures digital, and web content complies with accessibility standards.
14. Perform other duties as assigned by the Executive Director for Personnel Services or the Director of Human Resources.

Requirements

QUALIFICATIONS:

1. 2 + years of relevant work experience within a confidential, high volume work environment.
2. Related experience in Human Resources preferred within a collective bargaining agreement environment, with demonstrated experience interpreting employment policies and procedures as required by law and union agreements.
3. Ability to perform above duties with or without reasonable accommodation.
4. Satisfactorily pass a check conducted by the Criminal History Systems Board/Sexual Offender Registry Information (CORI/SORI) and a complete background satisfactory to the university.

PREFERRED QUALIFICATIONS

1. Human Resources certification (PHR, SPHR, SHRM-CP,SHRM-SCP)
2. Working in higher education environment
3. Familiarity with Web Content Accessibility Guidelines (WCAG)2.1 or 2.2, levels A and AA

SKILLS & COMPETENCIES

1. Ability to exercise discretion, confidentiality, and judgment in dealing with highly sensitive issues.
2. Excellent proofreading and verbal and written communication skills.
3. Develop effective written communications.
4. Model a positive attitude and take initiative as a self-starter, including functioning as the welcoming "face" of Personnel Services
5. Effectively manage your own time and resources.
6. Strong computer skills required with Microsoft Office products, Google Suite; Banner and HRCMS experience preferred; solid technical skills.
7. Strong attention to detail and accuracy; ability to work in a fast-paced environment.
8. Ability to maintain a harmonious working relationship with others.
9. Ability to work within a diverse work environment while providing excellent customer service.
10. Ability to communicate effectively and interact with senior-level management/administration.
11. Strong organizational skills and the ability to manage complex processes and concurrent projects.
12. Ability to respond to changing priorities and urgent situations.

Ability to work with minimal supervision in a team setting.

Additional Information

Shift Information: 8:00a.m.-4:30p.m. Monday-Friday

Priority Review: October 15, 2026

Salary $70,000-$75,000

Fitchburg State University is an equal opportunity employer.