Administrative Assistant I, Hreo

General Statement of Duties
The human resources department is seeking an organized, detail oriented administrative assistant to coordinate all aspects of onboarding for all adjunct faculty and part time staff. This role serves as a backup for all hiring practice and procedures related to non-benefited part time staff hiring and position management of non-benefited part time positions in the Human Resources/Compensation Management System (HR/CMS), as well as entering all related information into HR/CMS. The AAI is responsible for the administration and coordination of stipend payments to faculty and serves as primary backup to front desk operations.
Salem State University values, celebrates and appreciates diversity in all its forms and endeavors to create a space that reflects the campus community population which it serves. Our students come to Salem State University from 38 states and 48 countries and reflect the demographics of the greater Boston community in which we live. We are passionate about providing an experience for them and our fellow staff and faculty, where everyone can feel supported while they explore, learn, and celebrate their identities, similarities, and differences. We welcome you to come celebrate with us and become a member of our community.
Hours: 8:30am-5pm, M-F, Sat & Sun off
Break: 12-1pm
Salary: $47,338.72 annually/$910.36 weekly
Application Deadline: June 11, 2023
Duties And Responsibilities
(E) - Essential Function

• (E) Maintains employee records in HR and payroll systems over their entire lifecycle with Salem State
• (E) Scans employee documents and files in OnBase file management system
• (E) Facilitates and supports hiring and onboarding of new employees
• (E) Ensures consistent information in internal and external employee management systems
• (E) Monitors and tracks volunteers, including collecting required information and documentation
• (E) Enters and maintains employee information in automated HR and payroll systems
• Demonstrates sensitivity to students, faculty, and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds and those with a diversity of learning styles. Actively works to utilize asset-based and anti-racist approaches
• (E) Supports front desk operations, including, but not limited to, providing in-person customer service and responding to employee and supervisor inquiries
• (E) Assists with termination process for part-time, non-benefited employees
• (E) Prepares, reviews, and analyzes reports to track information, employee status, and ensure compliances for non-benefited part time staff
• Serve as a role model and mentor to students as appropriate
• (E) Coordinates and administers stipend payments to faculty members

Qualifications
Minimum Entrance Requirements:
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.
Substitutions

• An associate or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
• An associate or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

This is a hybrid position that requires some on site, in person duties.
Licenses/Certifications Required
None
Preferred Qualifications

• Experience working independently and on a team
• Prior administrative assistant experience preferably in academic/organizational setting and fast-paced environments
• Bilingual skills, preferably Spanish and/or Portuguese
• Experience adjusting to new and changed processes, software, and systems
• Experience assigning priorities to recurring tasks

Working Conditions
Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email [email protected].
Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; occasional bending, reaching, lifting, pushing and pulling up to 5-10 pounds.
This is a hybrid position that requires some on site, in person duties.
Special Instructions To Applicants
Please apply online. Resume and cover letter are not required, but appreciated.
Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check.
This position is not eligible for H1B visa sponsorship.
Please note all newly hired staff and faculty, will need to be in compliance with Salem State University’s COVID-19 Vaccination and Booster Requirement .
EEO Statement
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.