Job description
If Temporary or Visiting, Estimated End Date: Position Summary and Duties
Reporting to the associate vice president human resources (AVPHR), the program assistant will provide confidential office support to the AVPHR and HR units as assigned. Provide front office reception, coordinate HR budgets and invoices, conduct research projects, and support committee and policy related activities. Support employees through the I-9 process, may assist with new employee orientations. Receive and sort mail, order office supplies, maintain office equipment and handle office logistics. Assist University employees with HR procedures and routine system user issues and transactions throughout the employee life cycle. Provide office support, as needed and directed by the supervisor, to directors for compensation and HR operations unit, benefits and wellness, and employee relations and organizational development.
Respond to and/or redirect routine HR email, phone, mail and/or in-person inquiries as appropriate, handle complex calendar scheduling, prepare forms, presentations, budget reports and adjustments, and meeting minutes. Process expense transactions for assigned areas. Generate and format routine and ad hoc reports to be used for leadership decision making. Assist with maintaining the HR website for assigned areas and assist with electronic filing.
Respond to job applicants, employment verification requests. Draft correspondence, document procedures, forms, and other materials for meetings and/or events as needed. Proofread and send blast employee notices as directed, prepare posts for the electronic bulletin board, and handle email merge notices as assigned. Perform HR/payroll data entry as assigned, ensuring accurate and timely processing.
Coordinate or assist with assigned HR on-site and/or virtual events; includes room and equipment set-up, schedules, invitations, RSVPs, event promotion and materials, and refreshments for events such as training, orientations, milestone events, conferences; prepare participation reports and track participation for mandatory trainings.
Participate in special projects. Suggest and act on recommendations for continuous improvement of HR procedures and systems, helping to maximize office automation. Must use discretion when dealing with employees, applicants and the community; and, approach individuals, groups and situations in a professional, tactful, and inclusive manner. Provide exceptional customer service to a diverse faculty, staff, administrator, applicant and community base. Cross-train with other support team member to ensure continuity of HR support.
Required Qualifications
- Associate degree, plus 3-5 years of relevant experience.
- Knowledge of general office practices, procedures, systems, and equipment.
- Ability to multi-task in a fast-paced environment, while maintaining poise and providing first-rate customer service.
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and with database systems. Excellent written and verbal communication skills.
- Must be a self-starter with strong organizational skills and extraordinary attention to detail.
- Must be flexible to frequent change. A team player with excellent interpersonal skills and utmost integrity to use discretion and maintain confidentiality.
- Strong follow-up skills with ability to manage and meet multiple deadlines accurately and timely. Experience organizing, planning, and coordinating events.
- Ability to support the University’s goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.
- Experience may substitute for some of the education requirements.
Bachelor’s degree.
Related experience working in a human resources office.
An interest in learning all facets of HR office support.
Experience using HRIS systems.
Higher education experience preferred but not necessary.
Job Posting Date 03/21/2023 Priority Application Deadline Date Job Close Date Anticipated Start Date University Description
Related experience working in a human resources office.
An interest in learning all facets of HR office support.
Experience using HRIS systems.
Higher education experience preferred but not necessary.
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.
Diversity Statement
Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.
Special Instructions to Applicants
Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.
Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination, including the booster, unless exempted for medical or religious reasons in accordance with University policy.
Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination, including the booster, unless exempted for medical or religious reasons in accordance with University policy.
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