Administrative Assistant - Office of Human Resources

Salary: $22.00 - $23.60 per hour based on a 35 hour work week Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details at <www.duq.edu/benefits> Location: Office of Human Resources Position Status: Full-time (35 hours per week) Hours: Generally Monday through Friday 8:30am -4:30 p.m.(may vary at times based on operational need) Position Number: 000562/30- 513 FLSA Status: Non-exempt POSITION SUMMARY: This is moderately difficult and varied clerical work in a fast-paced, service-oriented and high-volume office. Work is performed under the general direction of the Director of Employment and Recruiting and reviewed in conference and by observation of results obtained. Hours and days of work may vary, but generally will be Monday-Friday 8:30 a.m. – 4:30 p.m. Scheduling flexibility is expected during certain times of the year, i.e. upstart of the academic year. DUTIES AND RESPONSIBILITIES: (This list is neither absolute nor restrictive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.) Provides clerical support to the recruiting staff. Greets and directs employees, students, and other individuals who contact the office in person, by phone, or via email; supplies routine information on departmental procedures or directs visitors to the appropriate person. Coordinates appointments and assists employees with new hire tax paperwork and other employment related forms; provides guidance to and answers questions from new hires on use of Cornerstone Onboarding system. Assists job applicants with inquires related to resume submission via Cornerstone applicant tracking system and general employment process. Upon guidance from recruiters, updates applicant and requisition records in applicant tracking system. Provides back up assistance to the HR Recruiting Assistant for student employment onboarding. Routinely posts positions in Cornerstone and/or Interfolio and with various online employment advertising vendors as requested in timely manner. Coordinates pre-employment physicals and drug screens for select new hires and submits forms to the testing site; ensures lab has current testing rubric per employment classification; explains the process for physical and/or testing and attending the pre-employment physical appointment, reviews the Pittsburgh Medical Marijuana Act attestation for those positions that require pre-employment testing and follows the established procedure; provides direction and information to applicants as needed; follows up with Benefits Manager when results are received and communicates to the Recruiter if and as needed. Contacts new hires to remind them of needed actions in onboarding process and sends a welcome email with instructions. Schedules job applicants for interviews and computer testing as requested; reviews testing procedures and documents results as appropriate. Reviews and processes credit card payments and invoices in a timely manner for recruitment related expenses; receives regular training and alerts supervisor of any irregularities. Advises Public Safety when new staff need card access to Human Resources in Koren Building and when staff are to be removed. Maintains spreadsheet. Sorts, updates and files correspondence, vouchers, forms, documents and other materials. Opens, stamps and sorts incoming mail; routes and distributes mail to appropriate person. Schedules requests from staff for use of the Nursing Mother’s Room; requests card access from Public Safety; maintains schedule on electronic calendar in Outlook; periodically checks on room and reports any issues. Coordinates all requests for general repairs, projects, and emergency maintenance for the Human Resource Office to Facilities Management using appropriate software reporting tool. Provides clerical assistance to the CHRO or other staff as assigned. Provides training to student aide(s) and may oversee as needed. Arranges shred bins to be picked up/emptied/replaced on an as needed basis. Prepares mailing requisitions, mailings and sends to Mailing Services as needed. Copies contents of personnel files, as requested, and prepares invoices for reimbursement to Duquesne University; follows up as needed to ensure reimbursement. Orders office supplies for the Office. Maintains keys to various filing cabinets, posting boards, 608 Libermann Hall, and miscellaneous Human Resource keys. Opens the office each morning and closes the office at the end of each day, locking/securing the doors and locking cabinets that contain confidential information. Serves as primary administrator for the PAT bus pass program; coordinates activities with PAT and the University employees partaking in the program. Works effectively with other front office staff members to ensure smooth functioning of the office during peak periods of activity such as the beginning of the Academic Year, Benefits open enrollment, etc. Assists with various audits as requested. Updates/maintains the VISA tracker as needed and notifies the Director or designee of any issues. Participates in the Cornerstone electronic onboarding project and testing. The duties and expectations of the position may be subject to change as the Cornerstone project to move forward with electronic onboarding is implemented. Completes other duties as assigned.