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Human Resources Administrative Assistant

Company: Brandman University
Location: Irvine
Posted on: November 22, 2021

Job Description:

Please Note: Internal Employees, please use the Workday Dashboard career section to apply for the position.Why join UMass Global?Competitive compensation and benefits promote your health and well-being. UMass Global embraces inclusion, promotes corporate responsibility, and applies sustainable practices on the job and in the office.Exceptional BenefitsAt the University of Massachusetts Global, we value the personal health and financial well-being of our employees. Our affordable and flexible benefits packages truly encompass our mission and values by giving our employees peace of mind to allow them to focus on their professional development and other important aspects in their lives. Our benefits include:* Variety of Medical, Dental, and Vision coverage* Health Savings Account (HSA)* Flexible Spending Accounts (FSA)* Employee Assistance Program (EAP)* Wellness Programs (Physical and Mental Health Challenges, Campus Events)* Robust and comprehensive Retirement Plan (Basic, Supplemental, Roth options)* Employer matching and mandatory contribution by UMass Global* Tuition Remission (UMass Global and Chapman)* Professional development through online learning and training tools* Service/Recognition awards* Paid time offResponsible for providing a high-level of administrative and clerical support to assigned supervisor and department. Executes projects and tasks assigned and takes action, when requested. Consistently works on confidential and time sensitive assignments. Perform all duties in accordance with the University's policies and procedures, all US state and federal laws and regulations, wherein the University operates.New hires must be fully vaccinated against COVID-19 and demonstrate proof of vaccination upon hire, unless approved for a disability or religious accommodationThis position is currently working remotely but starting October 4, 2021 will be returning to the Irvine office.New employees are eligible to request a hybrid flexible work arrangement (including up to three days per week of remote work) after one month of continuous service in good standing in the University's Pilot Voluntary Flexible Work Arrangement Program.TYPE OF SUPERVISION:Receive general supervision from the Vice Chancellor, Human Resources & Sr. HR Talent Specialist.* General Supervision - indicates that the incumbent performs a variety of duties; some of which may be complex duties within established policy guidelines; and receives occasional supervision.POSITION DUTIES AND RESPONSIBILITIES:ESSENTIAL FUNCTIONS:PercentageManagement Support* Provide administrative support to the Vice Chancellor to include:* Calendar management* Department event organization (holidays, birthdays, service recognition etc.)* Reconciliation of expenses and p-card* Oversee meeting logistics (coordination with outside vendors, order lunches, book conference rooms, etc.)* Assists with presentation material development, and presentation arrangements and scheduling

* Provide administrative support to Human Resource Assistant Vice Chancellors* Meeting scheduling* Reconciliation of expenses and p-card* Project support as requested

* Assists with administrative functions including (but not limited to): answering phones, greeting visitors, assisting with mail, invoice processing, scheduling, travel arrangement, coping/scanning/filing, and other office functions.40%Department Support* Complete verification of employment requests and other reference requests on behalf of the office of Human Resources* Orders, stores, and maintains the inventories of department office supplies* Responsible for special projects, programs, processes, and/or support that is specific and unique to the assigned department. These responsibilities may be temporary or ongoing depending upon the assignment* May create new forms and templates, edit memos, letters, and other documents, as requested* Provide administrative support to UMass Global's Wellness Program; assist in the coordination of events* Assist Employee Relations function in gathering information related to unemployment claims and subpoenas* Establish and maintain personnel files; ensure record management/retention laws are being followed and company is in compliance35%Administrative Support* Provide meeting clerical support as assigned including taking and publishing meeting minutes, presentation support and other administrative duties.* Manage and maintains department wide calendars, including arranging meetings and conference calls, set appointments, and coordinate use of facilities* Provide additional support to other functions within HR, as needed.* Review HR Inbox, respond to general inquiries and forward emails to appropriate staff20%* Perform other duties, as assigned.5%TOTAL100%POSITION SPECIFICATIONS AND REQUIREMENTS:EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES:* High school diploma or GED equivalent. A Bachelor's degree is preferred.* Three (3) or more years of progressively responsible administrative responsibilities in a complex environment, with one to two years of experience in Human Resources preferred.* Experience with office set-up, filing, scheduling, and making various arrangements as needed for board, committee, external organizations, and other meetings* Experience in a higher education environment, preferred* Experience in working with senior-level staff, preferredESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:* Strong knowledge of and ability to adhere to confidentiality requirements* Outstanding time-management and organizational skills* Exceptional written and verbal communication skills including telephone etiquette skills to direct calls and take accurate messages* Ability to maintain a high-level of diplomacy across a diverse group of individuals at all organizational levels* Ability to anticipate future needs and plan accordingly* Ability to exercise good judgment in recognizing the scope of authority and care in administrative detailMachines, Tools, Equipment, Electronic Devices and Software:* Intermediate level experience in Microsoft Office Word, Excel, Outlook* Ability to effectively use scanning and video conferencing technology* Familiarity with the use of standard office equipment (e.g. copier, fax, scanner, etc.)Contact with Students: OccasionalContact with Faculty and/or Staff: FrequentContact with Community and Vendors: OccasionalSPECIAL REQUIREMENTS:Working conditions are normal for an office environment. Position may be required to work flexible hours particularly given campuses' extended hours of operation and may require occasional weekend and/or evening work. Applicants for this position are subject to a background check and a criminal history review.Please Note: Internal Employees, please use the Workday Dashboard career section to apply for the position.Equal Employment Opportunity -UMass Global is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. UMass Global prohibits all forms of discrimination and harassment on the basis of age, ancestry, color, religious creed (including religious dress and grooming practices), disability (mental and physical), marital status, medical condition, genetic information, military and veteran status, national origin (including language use restrictions), race, sex (including pregnancy, childbirth, breastfeeding, and/ related medical conditions), gender, gender identity, gender expression, sexual orientation, or any other characteristic protected by local, state or federal law.Reasonable Accommodation - UMass Global provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at .

Keywords: Brandman University, Irvine , Human Resources Administrative Assistant, Human Resources , Irvine, California

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