Human Resources Administration
Human Resources Assistant
Job Family Group:
Job Description Summary:
The Human Resources Assistant will provide front line administrative support to the Department of Human Resources, Employee Service Center. Provide superior customer service to visitors and ensure customer needs are addressed.
Serve as first point of contact for all customers via phone, walk-in or by appointment. Provide excellent customer service by greeting each person in a professional and courteous manner, listening and answering questions, researching to find answers when needed, and referring customers to the appropriate person for resolution.
Provide support for HR Employee Service Center and its Divisions: Benefits, HR Business Partners, Compensation and Recruitment staff by assisting with various processes, tasks and initiatives for university employees. Tasks include but not limited to organizing and scheduling in-person and virtual appointments, meetings and meeting spaces via Microsoft Teams and Zoom. Managing HR Conference room calendar and reservations.
Assist Executive Assistant where needed to include Rewards and Recognition and HR Sponsored events.
Monitor department voicemail and email boxes and process or triage as appropriate.
Maintain personnel files (electronic and file folders) in compliance with applicable policies and regulatory requirements. Scan all documents into online software ensuring documents are in the proper folder and legible. Handle each document with a high degree of confidentiality.
Process new hire background checks. Track status of background checks, track progress and notify HR Business Partner and employees department administrative coordinator of delays or issues.
Complete initial and re-verification of I-9 documents submitted in Workday. Ensure immigration administration and documents are in compliance with applicable policies and regulatory requirements. Contact individuals needing reminders.
Run a variety of routine and special reports to include Onboarding Daily, Expiring Visas, etc. and notify appropriate staff of outstanding issues.
Complete various forms to include Employment Verification, Public Service Loan Forgiveness, etc.
Complete Unemployment Claims on-line in SIDES.
Attend staff meetings, other meetings and seminars. Compose minutes, memos, correspondence, reports and other documents as assigned.
Receive and distribute mail. Prepare all types of mailings and packages as needed to support HR team.
Prepare packets and brochures for benefits, new hire orientation and other projects as needed.
Order office supplies, receive office supply orders, create receipt of orders in Workday. Stock storage cabinets and distribute orders to HR staff.
Maintain office equipment and anticipates maintenance needs. Schedule service call with vendors, as needed.
Enter Facilities, Telecom, Workday and Service requests as needed.
Other duties may be assigned to meet business needs.
Excellent customer service skills.
Bachelor’s Degree in Human Resources or another closely related business field; relevant experience performing duties as described may substitute for the educational requirement.
Effective oral and written communication skills, excellent interpersonal skills, and strong computer literacy.
Extensive knowledge of computer software (Windows and Microsoft Office).
Proficiency in or knowledge of use of a variety of computer software applications, especially Microsoft Excel, Microsoft Word and Microsoft PowerPoint software.
Experience in handling sensitive and confidential situations and documentation.
Excellent verbal communication skills for use in interfacing and assisting employees visiting HR.
Employee Service Center Knowledge of office administration procedures.
Ability to operate most standard office equipment.
Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Excellent spelling, grammar and written communication skills.
Excellent telephone and oral communication skills.
Demonstrated ability to maintain a high level of confidentiality and professionalism in dealing with sensitive issues pertaining to employees and their dependents.
Experience in healthcare institution or university.
Prior knowledge of principles and practices of Human Resources. Prior experience with a HRIS system, preferably Workday.
Proficiency with Microsoft Teams, SharePoint and Zoom meetings.
Knowledge and experience working with foreign nationals and employment visa requirements.
Pay Rate Type:
Notice to Employees from the U.S. Equal Employment Opportunity Commission Kansas City Area Office
Federal law and The University of Kansas Medical Center policy prohibits discrimination against any employee or applicant for employment because of the individual’s age (40 and over) with respect to hiring, promotion, discipline, firing, compensation, or other terms, conditions or privileges or employment. The University of Kansas Medical Center supports and shall comply with such federal law in all respects and shall not take any action against employees because they have exercised their rights under the law. Specifically, The University of Kansas Medical Center shall not make hiring decisions based upon an applicant’s or an employee’s age. Any candidate for employment or employee who believes they have been discriminated against may report the issue to The University of Kansas Medical Center’s Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission PKWY, Fairway, KS, 66205, 913-588-8011, 711 TTY. Applicants and employees also may report potential unlawful discrimination or harassment to the Equal Employment Opportunity Commission, 400 State Ave., Suite 905, Kansas City, Kansas 66101. The University of Kansas Medical Center will take prompt and appropriate remedial action to effectively address any violations of its non-discrimination policy. To review the paper version of the notice please copy and paste this link into a browser http://www.kumc.edu/documents/hr/Notice%20to%20Employees.pdf
How to Apply
Click here to apply for this position: https://kumc.wd5.myworkdayjobs.com/kumc-jobs/job/Kansas-City-Metro-Area/Human-Resources-Assistant_JR002810