Overview

Our client, The University of San Francisco (USF) is looking to fill a temporary HR Administrative Assistant position.

Under the direct supervision of the HR Manager, the HR Assistant is responsible for providing exceptional customer service, and coordinate the day-to-day administrative functions of a highly active Human Resources office. This includes first-level support and assistance for all calls, emails and in-person inquiries to the HR office. Additionally, this person will assist in maintaining the HR file system and provide support for all employment processes including the welcoming of new hires.

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF's Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.”

A temporary position is an excellent opportunity to gain industry experience or get your foot in the door with an employer. It’s a great way to network, pick up new skills and expand your resume.

Come work for us! We offer competitive pay, as well as SF Health and Sick benefits and 401(k) upon meeting the eligibility requirements.

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Responsibilities

• Provide front line customer service and general benefit/employment assistance to all levels of the USF population, to include executives, faculty, staff, union/non-union employees, contingent workers, students and visitors that come into Human Resources Front Office.
• Provide daily support to the office, including sorting mail.
• Handle/process new employee (staff, faculty) online paperwork via USFWorks, notifying schools/departments when their special requests have been processed. Confirm employees have completed all onboarding tasks, if not contact employees to make sure they complete them. Assist employees, when needed, on a one-on-one basis to complete onboarding tasks.
• Respond to general inquiries about employee information.
• Respond and resolve HR inquiries including phone calls and emails about HR employment to the best of his/her availability. Responsible of monitoring the HR general inbox. Inquiries may be escalated to the Sr. HR Associate.
• When necessary, approve all employees’ personal information changes including legal and preferred name(s), social security numbers, date of birth, and address changes in USF Works. Assist with other system entries to ensure accuracy of reporting and data integrity.
• Interpret and explain benefits and employment regulations including policies, procedures and protocol.
• Develop and maintain positive professional relationships with all campus schools/departments and external vendors/constituencies.
• Assist in the HR filing process and system, to include the personnel files’ safety/security, tracking/filing critical HR documentation, and maintenance of termination files, sending and calling back items from offsite storage and tracking items to be destroyed.
• Reach out to employee with missing SSN and determine the reason why it is missing. If incorrect, make corrections. Compare SSN provided in SSN Onboarding task and the SSN provided for Form I-9.
• Send background check request to new hires via USF Works and initiate background check in Hireright for contingent workers, volunteers and those working with minors. Run background check audit. Check background check status, make sure they are all complete. If not, follow up with new employees to ensure backgrounds are completed post hire . If any discrepancies with result, review and determine if it needs to be escalated to HR Manager for further review and action.
• Run report monthly to confirm legal and preferred names are in the appropriate format correcting them, if needed.
• Review the “update photo” task in USWorks and approve based on the standards set by HR. Run the report monthly to confirm photos are up to standard.
• Responsible for monitoring the USF Human Resources’ general email inbox.
• Compose verification of employment letters for faculty and staff, if necessary.

Qualifications

• At least three years of customer service experience is required.
• HR experience is a plus
• Excellent interpersonal skills and the ability to communicate effectively orally and in writing
• Ability to maintain strict confidentiality and the ability to interact with all levels of personnel
• Excellent relationship-building skills and the ability to work in a fast paced, interrupt-driven environment
• Ability to work effectively under pressure and adjust to changing situations, competing priorities, delays and/or unexpected events
• Work in team environment where collaboration and the knowledge transfer process are critical for success
• Strong analytical skills, attention to detail and the ability to work on and successfully complete multiple tasks
• Ability to create documents and spreadsheets using Microsoft Office
• Workday experience preferred
• Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
• Must be able to carry up to 25 lbs.
• If working remote, may be required to come on campus at any time