Human Resources Assistant

HR Assistant provides strategic support to the Executive Director and overall division operations.  The HR Assistant is the primary or lead administrative support position in the division and provides a full-range of administrative support activities with minimal supervision.  The HR Assistant assists in performance management, recruitment and employment services, job descriptions, professional development programs, confidential records management, departmental budgeting, and providing human resource information to employees.  The HR Assistant engages in strategic initiatives and planning, as well as, special projects and other activities.    

• Serves as the assistant to the Director and other division staff by providing or overseeing reception services, scheduling appointments, meetings, preparing correspondence, reports, and other documents as required by the Director, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to the department’s calendar, coordinating projects, and coordinating the completion of reports and questionnaires by researching and gathering required information and preparing reports. Maintains office organization.  
• Assists in coordinating all company-wide recruitment activities via an application tracking system.  Duties include: submitting internal/external postings, ensuring accuracy of job descriptions, tracking employment applications, scheduling interviews, ensuring interview content/value identification with the hiring manager, being a member of the recruitment and selection committee, performing criminal/educational background checks and reference checks.  Advertises and maintains the advertising spreadsheet.
• Builds applicant recruitment sources, recruitment outreach strategies, and community partnerships by contacting a wide variety of resources and services including, but not limited to, community service organizations, colleges, employment agencies, newspapers, and internet sites.
• Provides effective customer service by having a thorough understanding of applicable state and federal laws, regulations, rules, and College policies and procedures related to HR functions and applying that knowledge to the provision of information, problem solving, and information processing.
• Maintains the integrity of records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with legal rules and regulations, correctly interpreting that information and explaining it to staff and faculty, as needed, and reviewing reports to identify errors.
• Retains historical human resource records by designing a filing and retrieval system and keeping past and current records.  Maintain all department records, including personnel, medical, insurance, salary/grade classification, workers’ compensation, employee complaints, investigatory notes, grievances, and background checks. 
• Participates in overall operation of the division, serving as an integral member. Participates in strategic planning discussions and works on projects and activities, as assigned by the Director.
• Utilizes knowledge of relevant Human Resources-related laws, regulations, and best practices and applies them appropriately.  Develops administrative procedures relative to the successful operation of the department.
• Assists the HR Specialist track and analyze workforce data to ensure compliance with the Affordable Care Act and completes these according to the IRS requirements.  Assists the HR Specialist with workers’ compensation and unemployment claims, as requested.
• Conducts file/record audits to ensure compliance for HLC and nursing audits. Maintains a spreadsheet for these audits and for performance evaluations and other reports as assigned.
• Collaborates with Institutional Research on data collection and usage as it relates to the division.
• Utilizes various college software programs and databases (e.g. Colleague, Self-Service, NeoGov, SafeColleges).  Manages the online training software, Vector Solutions, and assigns company-wide or individual continuing education as requested by the HR Director.
• Chairs Employee Engagement Committee, Community Outreach, for fund raisers such as the United Way, the Angel Tree, Easter Baskets, Food Pantry, and one-time campaigns.  Provides updates to the marketing department for employee engagement committees for company-wide communication.
• Nurtures a positive working environment by assisting employees with concerns/questions regarding policies/procedures/practices, insurance, workers’ compensation, recruitment process, new hire training via Vector Solutions and new hire forms completion. Completes employment verifications of current and former employees.  
• Coordinates all aspects of memorials including gathering information, sending sympathy cards to the family, and arranging a donation to the charity of choice on behalf of the college.
• Conducts the onboarding and orientation of all new Student Assistants and Adjunct Faculty to company systems, policies, general operating procedures and required paperwork.  
• Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, and overseeing the event as it occurs.  
• Ensures job descriptions are up-to-date and compliant with all local, state and federal regulations.  Designs and develops new HR processes to improve the efficiency of HR operations and recommends new approaches/procedures to effect continual improvement of processes and operations.        
• Obtains equipment, services and supplies needed by the department by preparing purchase requisitions and check requests, receive and verify materials ordered through manual and automated systems for the division, and maintains purchase files and records.  Order, organize, and maintain all division and office supplies.
• Coordinates and implements special projects related to the division under the direction of the Director.  Serves on various committees when the Director of Human Resources is unable to attend.  
• Coordinates activities with other departments to accomplish the mission and vision of the College.  Assists in the planning of company events and meetings (both remote and in person) which encourage team building, culture diffusion and ongoing learning and development.
• Participates in appropriate College committees, activities and events.  
• Conducts and organizes events by coordinating invitations to program speakers for current and cultural events, scheduling Zoom meeting dates and time to coordinate with the President’s schedule, moderates the events and recording the presentations, and ensuring all follow-up actions are completed in a timely manner.
• Composes correspondence pertaining to memoranda, reports, and a variety of other subject matter which may be sensitive, privileged, and highly confidential.
• Schedules rooms/venues, media and tech support, hospitality including food and beverage service, and related services as needed for in-person meetings and events.
• Maintains the hallway engagement display.
• Works with the Strategic Planning Task Force to review the tactics of Objective 3.5 in the 2020 – 2025 Strategic Plan, and to report them as needed or as requested.
• Executes responsibilities in accordance with applicable laws and the College’s policies and procedures, including the Code of Ethics.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Director.
• Supports the department by performing all other duties as assigned by the Director.

QUALIFICATIONS:

• Bachelor’s Degree in human resources, office management, business administration, or related field.  
• Three or more years of experience in human resources.

KNOWLEDGE:

• Knowledge of MCCC’s vision, mission, and values and a commitment to further its educational goals and strategic plans.
• Knowledge of the principles and practices of MCCC and skill in providing administrative support to such activities.
• Knowledge and proficiency of office technology skills including Microsoft products, virtual platforms, and room A/V systems, and a willingness to learn and master new technologies as needed.
• Knowledge of grammar, punctuation, spelling and the correct usage of the English language.
• Knowledge of human resources practices and legal implications. 
• Knowledge of access, engagement and inclusion best practices.

• Skill in organizing, maintaining, and updating records and related systems by displaying strong attention to detail, dedication to customer service, and a team approach to work.
• Skill and proficiency in the use of office equipment and technology, computers and related software, such as word processing and spreadsheets, and the ability to master new technologies.
• Skill in diplomacy, tact and emotional intelligence required to develop positive relations. 
• Skill in responding to public inquiries and internal requests with a high degree of professionalism.
• Skill in developing, implementing, and maintaining procedures to enhance efficiency in department operations and coordinate activities across departments
• Skill in maintaining and updating records and related systems, assembling and analyzing financial data, and preparing comprehensive and accurate budgetary reports.

• Ability to acquire knowledge of the principles and practices of a community college and skill in providing coordination related activities.
• Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgement and initiative, and meet/exceed deadlines.  
• Ability to work with minimal direction and comfortable with making decisions.  Ability to understand instructions and follow detailed procedures consistently.
• Ability to work professionally with the public and serve as a representative of the College and division with discretion.
• Ability to effectively and professionally communicate and present ideas and concepts orally and in writing. 
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with staff, students, faculty, the public, and other professional contacts.
• Demonstrate administrative and organizational skills, including the ability to prioritize multiple tasks, work in a fast-paced environment with numerous interruptions, and meet deadlines.
• Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.
• Ability to perform extensive research, compile complex data and prepare accurate records and reports.
• Ability to type and enter data with speed and accuracy.
• Ability to complete mathematical computations with speed and accuracy.
• Ability to set up and maintain complex and confidential files, databases, records and schedules.
• Ability to establish credibility with broad and diverse constituencies within the college based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal relations.
• Ability to identify and secure confidential information.