Human Resources Assistant at Villanova University

Posted in Admin - Clerical 6 days ago.

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Location: Villanova, Pennsylvania

Job Description:

Villanova University

Posting Details

Posting Details (Default Section)
Posting Number: 20191970S

Position Title: Human Resources Assistant

Position Type: Staff

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Department: 401-Human Resources

Position Summary:

The Human Resources Assistant serves as the first-line contact for departmental inquiries via phone, email and walk-ins. Provides general support for the leadership team, and general clerical and administrative support for the department including supply ordering, assisting employees and visitors, processing invoices, and maintaining files. Collects new employee paperwork, processes Form I-9's, and answers routine questions.

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

  • Serve as the primary support to individuals who contact the department via phone, email, voice mail, or in-person.

  • Process Form I-9's, assist with initiating the onboarding process for student employees in applicant tracking system, and provide back-up support for the Employment Team. Process new hire paperwork for employees and provide documentation to HRIS team and Payroll Office. Coordinate temporary employment process with departments and temporary employment agencies.

  • Provide administrative support to leadership team in areas of meeting coordination, general office support, and other duties as assigned. Distribute mail, send packages and letters via delivery services, and monitor paid time-off for the department and other office management functions. Order office supplies and maintain inventory. Coordinate service requests for facilities, repairs, and equipment.

  • Hire, train, and supervise student employees within the department.

  • Assist in processing unemployment forms.

  • Process financial system online requests for purchase requisition, check requests and invoice payments. Monitor budget transactions, process budget transfers, process purchasing card transactions and run budget reports.

  • Provide back-up support and assistance as necessary for other Human Resources staff such as benefits open enrollment, performance reviews, events, and other department-wide function and activities. Perform other duties or special projects as assigned.

Minimum Qualifications:

  • High School diploma or equivalent required.

  • 2+ plus years office support experience is required.

  • Proficient with Microsoft Word, Outlook, and Excel. Strong computer skills essential.

  • Professional phone manner and email skills required.

  • Excellent customer service skills including patience and a helpful orientation is required.

  • Excellent interpersonal, communication, and organizational skills required.

  • Good problem-solving skills, resourcefulness, and initiative required.

  • Attention to detail; demonstrated ability to manage multiple tasks and meet deadlines in a fast-paced environment.

  • Must be able to work with limited supervision, have a pro-active work style, and the ability to work within a large team.

  • Must have a collaborative and problem-solving approach and a commitment to Villanova University Augustinian values.

  • Must be able to learn and apply a wide range of knowledge about HR policies, practices, and procedures, and to learn new systems, apply technology and adapt processes.

  • Ability to work cooperatively and collaboratively with others in the department.

  • Must protect confidential information.

  • High comfort level with computer and web-based systems, and ability and willingness to learn new software applications.

Preferred Qualifications:

  • Some college, business school or equivalent educational experience preferred.

  • Applicant tracking system and HRIS experience strongly preferred.

  • Prior experience in a higher education, health care or other non-profit, staffing or employment office preferred. Strongly prefer prior experience maintaining confidential information.

Special Message to Applicants:

The individual selected for this position will be required to complete background clearances, including a credit check.

Posting Date: 01/11/2019

Closing Date: 01/17/2019

Salary Posting Information:

Commensurate with experience

Salary Band: G

Job Classification: non-exempt

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first hear of this employment opportunity?



    • LinkedIn

    • Chronicle Vitae

    • Academic Keys

    • Professional Affiliation/Trade Website

    • Diversity Association/Publication Website

    • Other Internet Advertisement

    • Advertisement in Local Newspaper

    • Advertisement in Academic or Professional Publication

    • Referred by a current or former employee

    • Referred by a friend or family member

    • Heard about it at a conference or career fair

    • Browsing the Villanova website

    • Other

  2. * If your answer to the above question is "Other", please specify the source below. If this question does not apply to you, enter N/A.

    (Open Ended Question)

Documents needed to complete your application:
Required Documents

  1. Cover Letter / Letter of Interest

  2. Resume / Curriculum Vitae

Optional Documents

  1. Other Document