Office Manager, Human Resources (part-time)
Job description
Summary: This position is responsible for providing high-quality administrative support within the Human Resources office of Queens University of Charlotte. This is a part-time (approximately 20 hours/week), non-exempt position reporting to AVP of Human Resources. This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week. This position is not eligible for visa sponsorship.
- Software savvy (primarily Microsoft Office, Word & Excel, and the ability to quickly learn Queens-unique software).
- Ability to prioritize and accomplish multiple, competing tasks every day.
- Desire to contribute to a fast-paced team and help wherever it’s needed.
- Desire to provide excellent customer service.
- Welcoming of feedback delivered in a supportive, helpful manner.
- Welcome all new faculty, staff and adjuncts on their first and collect Form I-9 documentation
- Manage the university’s Approved Driver program
- Monitor and appropriately manage HR’s mailbox.
- Process invoices for payment and order office supplies.
- Oversee and execute the university’s anti-harassment training program
- Maintain and improve HR’s myQueens web pages, ensuring information is accessible, user friendly, current and accurate
- Manage all elements of the annual SARA awards program to recognize staff
- Oversee the annual program to award 25-year service chairs to staff and faculty
- Provide high quality, timely administrative support for the team
- Coordinate inflow and outflow of paperwork for Human Resources (e.g. personnel forms, vendor forms, contracts, etc.)
- Serve as the first point of contact in Human Resources: greet and direct visitors, answer phones, sort mail and independently respond to routine inquires and correspondence
- Manage personnel files and Form I-9 documentation to ensure compliance with applicable laws.
- Oversee and coordinate background checks to ensure timely completion and communication.
- Document and improve department processes and procedures.
- Update university organization charts quarterly
- Maintain and update supervisor email distribution list
- Maintain irreproachable confidentiality of all information relating to the University’s faculty, staff and students.
- Respond timely and accurately to requests for verification of employment.
- Other duties and special projects may be assigned to meet department and university needs.
Experience, Knowledge and Skills Required:
- Solid problem-solving skills and the ability to analyze components and arrive at a logical course of action while knowing when to ask for assistance or direction.
- Excellent organization and follow-up / follow-through skills to ensure completion of assignments within established timeframes.
- Preferred three (3) years administrative support experience.
- Strong computer skills (Microsoft Office, Word, and Excel) and ability to quickly learn and apply knowledge to improve procedures and processes.
- Proven attention to detail, accuracy, and timeliness.
- Ability to thrive in a fast-paced environment and to effectively prioritize assignments to meet given deadlines.
- A desire to improve procedures and processes.
- Excellent interpersonal and customer service skills and experience interacting with multiple constituencies (faculty, staff, candidates).
- Strong written and verbal communication skills and a gift for identifying information that should be escalated immediately.
- Ability to remain calm and resourceful in stressful situations.
- Ability to work effectively independently and as a member of a team.
- Ability to use absolute discretion when dealing with sensitive, confidential materials; familiarity with HIPPA/FERPA a plus.
- Knowledge Jenzabar and/or SharePoint is helpful.
- High level of energy and eager to provide assistance to the HR team and Queens’ faculty and staff.
- Bachelor’s degree or the equivalent in experience and education.
Application Process
Does this sound like a position of interest? Click on the green “I’m interested” button and submit:
1. A cover letter addressing the position qualifications and experience
2. Current résumé
3. Salary requirements
4. Contact information for three professional references.
Applications received by January 31, 2023 , will receive first consideration. Queens will continue to accept applications until the position is filled.
Additional Information
About Queens University of Charlotte
Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.
Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger.
Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges.
By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community.
Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, childbirth and conditions related to pregnancy or childbirth), sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.
Any individual with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Queens' job search/selection process should contact the Director of Human Resources at 704.337.2222.
Benefits
Queens offers great benefits to eligible employees, including: a supplemental 403(b) retirement plan, vacation and generous paid holidays, tuition remission, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.
- Remain in a stationary position, most of the time.
- Exchange accurate information with co-workers and clients, frequently.
- Read reports, create presentations, use a computer system, most of the time
- Communicate with co‐workers, clients and vendors, most of the time.
- Write, type, and use the computer, telephone, copier, and other office equipment systems, most of the time.
- Move about inside the workspace to access resources and office equipment, and attend meetings across campus, regularly.
- Exert moderate force to move objects, occasionally.
- Think critically, concentrate on the task at hand, and respond quickly to changes in conditions, most of the time.
Work Conditions
- Work in office environment, involving contact with faculty, staff, students, service providers and vendors.
- Work has deadlines, multiple interruptions, high volume and may be stressful at times.
- The nature of this position’s responsibilities requires an on-campus presence.
- New employees must be fully vaccinated when they first report to work at Queens University of Charlotte. Queens’ COVID-19 response is found here: queens.edu/royalreturn
Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time; this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; this job description is subject to change at any time.
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