Human Resources Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

Department: Human Resources    

Supervisor: Executive Director of Human Resources

The Human Resources Assistant, assists with a broad range of human resources administrative and technical work to provide day-to-day support to the Office of Human Resources. Manages a high-volume of documents, emails and phone calls along with high level customer service situations.    
                                   

General Office: Handle office administrative details for the department.

• Serve as the first point-of-contact for telephone calls and emails to the office.
• Provide high-level customer service to assess the needs of visitors and answer or direct inquiries to other team members or corresponding office. Answer questions and provide information regarding HR and payroll policies and procedures.
• Prepare/process payment of invoices, purchase orders, expense reports, and office supplies.
• Manage the correspondence for the general HR email account (HR@pitzer.edu), including responding to general inquiries and directing inquiries to appropriate team members.
• Maintain full stock of office forms, materials and college merchandise (e.g., greeting cards, authorization and hiring forms).
• Prepare routine letters, mailings and documents from templates, including employment verifications, and general employee correspondence.
• Manage movie ticket and special event sales, including ordering, tracking sales, and secure petty cash.
• Collect, sort, open and distribute mail for the HR office. 
• Provide daily runs to pick-up and deliver campus and U.S. mail to locations on campus; deliver mail to nearby, off-site mail center as needed.

File and Data Management:

• Develop, document and maintain standard operating procedures for all work processes.
• Responsible for managing confidential electronic and hardcopy personnel and office files, file storage and destruction.
• Create new files and file/scan a high-volume of documents in a timely manner, ensuring accuracy.
• Maintain and ensure strict control of access to HR general, medical, I-9 and personnel files.

Hiring and Terminations: In conjunction with the HR Generalist

• Coordinate hiring and termination for staff, student, and temporary employees.

• Work with hiring managers to ensure timely completion of hire paperwork and procedures in compliance with regulations and policies.  Provide timely update to Executive Director of HR regarding any compliance risks.
• Prepare and distribute timely communications and notifications to and about new hires.
• Conduct new hire orientation, including onboarding and communication.
  • Verify, be knowledgeable about and accurately manage federal I-9 forms and foreign and domestic hiring taxation issues for students and temporary employees.
  • Coordinate termination procedures, including communications/notifications, collection of College property, data entry, change in relationship documentation, and pulling and storing files/records. Manage recordkeeping of key communications.
  • Work with Summer Programs staff to ensure timely hiring of summer employees.
  • EDD separation responses

Recruitment:

• Support to Recruiter may include coordinating the processing of payments for external outlets and assisting with other procedures and communications as assigned.
• Maintain basic knowledge of open positions, recruitment status and answer inquiries.

Benefits:

• Basic knowledge of benefits coordinated jointly for The Claremont Colleges through TCCS including medical, dental, vision, group life, long-term disability, employee assistance program, flexible spending accounts and joint voluntary plans.
   

Tuition Remission Program: Reviews eligibility, taxation issues, and collaborates with Student Accounts and Registrar’s offices on eligible employee benefits.

Backup Support:

Serve as a backup for faculty hiring and terminations.

• Provide backup assistance to other HR/Payroll team members for projects as requested.

Perform other related duties as required.

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Professional demeanor and superior customer service to effectively manage inquiries and requests from internal and external constituents, including staff, senior administrators, faculty, students, and the general public.
• Exercise good judgment, tact, maturity, strict confidentiality and initiative in addressing inquiries and requests for information and secure filed and records.
• Outstanding written and verbal communication skills in English. Excellent telephone presence while managing multiple telephone lines. The ability to provide information in simple and concise terms to a diverse range of individuals.
• Fluent written and verbal communication skills in Spanish preferred. Ability to interpret and translate desirable.
• Ability to coordinate and prioritize multiple concurrent projects, bring them to completion by the established deadlines, meeting expectations, and accommodate frequent interruptions.
• Strong attention to detail and adherence to accuracy.
• Punctuality and dependability are critical requirements for this position.
• Ability to be proactive and work independently, and collaboratively as part of a team and with diverse populations.
• Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

Education/Experience: Bachelor’s degree. Two-Three years of Human Resources experience and/or office experience in combination with an HR certification or degree. Experience with federal I-9 regulations, forms and foreign and domestic hiring taxation issues for students and temporary employees. Knowledgeable in wage and hour laws and regulations.

Preferred Qualification: HR Certification preferred.   Preference will be given to individuals with direct experience in a human resources office in Higher Education. Experience with Workday HCM desirable.

Supervisory Responsibility: None. May provide training and work assignments to a student/temporary employee as needed.

Licenses/Certifications: Must have valid driver’s license and a driving record insurable under the College’s General Liability policy. Must be able to drive self to/from nearby off campus locations.

Time Type: Full-time

Work Schedule: This is a regular, full-time, staff position working 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday, with a one-hour lunch. These hours may vary due to needs of the College or department.

Compensation: Budgeted Salary Range $22.50-$23.00 per hour

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. 

Work Model:  (On-Campus)

Physical Requirements: This is generally a sedentary position. Must be able to:

• Sit for prolonged periods of time;
• Operate a computer for prolonged periods of time;
• Communicate with others by email, in person and over the telephone;
• Read printed materials and a computer screen;
• Have the mobility to work in a standard office setting and use standard office equipment;
• Assist with the set-up and teardown of event tables, signage and other materials;
• Must be able to reach overhead, grasp, pull, push, stoop, bend, twist, and lift 20 pounds from the ground to waist level without assistance; and
• Have the stamina to work at a fast pace and manage a high-volume workload.

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.