Title: Administrative Assistant- Human Resources
Position Purpose
The Administrative Assistant (AA) provides administrative support to and assists with the daily activities of the Bates Human Resources department. Working in collaboration with the Director of Employee Experience and the Director of HR Operations, this position requires a reliable professional who is customer service focused and driven to provide exemplary administrative results.
The successful candidate will have positive energy, excellent organizational skills and the ability to prioritize multiple tasks in an efficient and courteous manner. As the first point of contact for many
individuals seeking access to Human Resources, the AA will provide prompt and accurate responses while delivering exceptional customer service and upholding confidentiality at all times. The AA must be flexible, committed to teamwork and innovation, and relate well with staff, faculty, students, and visitors.
Job Duties
Employee Experience
- Greets and directs visitors, assists with appropriate paperwork, and resolves routine issues
related to Human Resource office functions. * Responds to telephone inquiries; handling or directing calls to the appropriate area. * Supports the Talent Acquisition Specialist with preparing position descriptions, sourcing candidates, and the offer letter process for new hires. * Assists applicants with the application process as needed. * With team, assists in the organization of HR events including Day One Onboarding, New Employee Orientation, Employee Enrichment Week, open enrollment, and other department
initiatives. * Supports the Employee Experience team in campus communications to include the HR department newsletter. * Provides Human Resource office assistance, support and information to students, faculty, and staff.
HRIS/Systems
- Provides support to the HR Coordinator in gathering and entering employee information for new hires, terminations, and changes into the appropriate systems.
- Generates and/or reviews various HR system reports (i.e. stipends, EAD, upcoming terminations) and follows up with appropriate actions.
- Manages building and email access for unpaid individuals.
- Assists with the management and maintenance of departmental website, flyers, materials, documents, and reports.
- Provides administrative support for the Learning Management System.
- Completes I-9 forms for new faculty and staff.
- Indexes employee and other pertinent records.
HR Department
- Disperses interoffice mail.
- Manages office supplies and ordering for the department.
- Manages various department calendars and scheduling of team events.
- Assures that equity and inclusion are central to their work and the delivery of services to faculty, staff and students.
- Maintains confidentiality and safeguards employee records at all times.
- Other duties and responsibilities as assigned or needed.
Minimum Qualifications
Education
- High School graduate or GED equivalent required.
- Associates or Bachelor's degree in HR, business, organizational development, or other closely related field preferred.
Experience
- 4+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment (Equivalent combination of
education and experience will be considered). * Experience working within a complex office environment with frequency shifting tasks and priorities, often navigating interruptions. * Experience with publishing software and web publishing tools such as WordPress platforms desirable. * Experience working with multiple constituencies in sometimes difficult and stressful situations. * Experience that demonstrates the highest personal levels of uncompromising integrity, honesty and discretion. * Must possess a record of service that demonstrates concern for the wellbeing of others.
Skills and Knowledge
- Excellent communication (written, verbal and presentation) skills.
- Strong data entry skills (speed and accuracy).
- Ability to problem solve and think strategically.
- Ability to work independently and handle multiple priorities with minimal supervision.
- Impeccable organizational (time, task, project management) skills.
- Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude.
- Strong technical skills with proficiency in data base systems and proficient to advanced computer skills (i.e. Google Suite, Microsoft Office Suite, etc.).
- Willingness and ability to learn additional applications as needed.
- Personal commitment to excellence and the mission or a top-tier small liberal arts college.
- Commitment to equity and inclusion, and serving the needs or a culturally diverse community.
Benefits
Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.
Equal Employment Opportunity Statement
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college's policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.
About Bates
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces - intellectual trends, demographic changes, and technology - that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine's second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.