Administrative Assistant - School Of Dentistry - Dental Hr

Department
Location:
Health Sciences Center
Time Type
Full time
Worker Type
Regular
Job Req ID
R101766
Minimum Requirements
HS or GED and two years of related experience, or an equivalent combination of education and experience.
Position Description
The Administrative Assistant position provides administrative support to the School of Dentistry Business Office with a focus on HR support. This position reports to the HR Program Director.
Essential Duties And Responsibilities

• Other duties as assigned
• Assist in onboarding/offboarding/transferring employees (e.g., submit tickets, assist in onboarding process) with a particular focus on onboarding new employees (send welcome emails to incoming hires, collect information for department communications, etc.)
• Assist in preparing HR communications, reports, and presentations
• Handle printer access for ULSD
• Maintain employee files, update information and initiate actions in HR system, collect and file HR paperwork
• Serve as frontline contact and provide reception for employee inquiries; handle and direct employee inquiries to appropriate unit HR staff members or campus contacts; greet visitors, answer phones, route, sort mail and perform other administrative support duties
• Assist HR unit coordinators with recruitment and external job postings
• Handle sensitive, confidential employee and HR-related information in the strictest confidence
• Communicate with HR coordinator to organize and coordinate logistics (e.g., travel arrangements, book rooms, scheduling meetings, prepare itineraries, room setup, etc.) in faculty and staff searches; correspond with candidates, serve as host, as needed, to candidates during on-site interviews
• Serve on assigned committees as needed
• Handle reimbursements of faculty, staff, and outside individuals (i.e. faculty candidates, etc.)
• Serve as unit timekeeper for staff, process biweekly, and monthly payroll; communicate with supervisors to ensure complete and accurate payroll processing each payroll period; serves as liaison to Payroll Office; communicate with central HR Leave Coordinator to monitor/track FML; ensure proper time reporting for worker’s compensation when needed
• Place orders for equipment and supplies (ensuring adequate quantities of stocked items)
• Submit check/cash deposits as needed
• Submit/process travel relocation for incoming faculty members
• Provide administrative support to the HR team within the School of Dentistry’s Business Office
• Assist with preparation of HR reports
• Maintain procurement card for Business Office and reallocate charges appropriately each month
• Schedule and coordinate meetings, events, and provide administrative support throughout

Preferred Qualifications

• Excellent customer service skills
• Excellent organizational skills and attention to detail
• Experience using Workday
• Proficiency with and experience using Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams, Forms, etc.), Adobe Acrobat (editing and saving PDFs), and DocuSign
• Strong written, verbal, and interpersonal communication skills

Target Compensation Maximum
$24.97
Target Compensation Minimum
$14.72
Compensation Will Be Commensurate To Candidate Experience.
Equal Employment Opportunity
The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258.
Assistance and Accommodations
Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.
If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.