Administrative Assistant to Executive Director of Human Resources

Primary Purpose:

Provide high-level administrative support to the Executive Directors of Human Resources, ensuring smooth day-to-day operations within the department. This role facilitates efficient communication, coordination, and collaboration across the district while maintaining the highest standards of confidentiality and professionalism. This position supports the department’s mission to recruit, retain, and develop exceptional talent.

Qualifications:

Education and Certification

• High school diploma or equivalent
• Bachelor’s degree (preferred)

Experience

• Three (3) years of administrative assistant experience, preferably in a professional or educational setting

Knowledge and Skills

• Working knowledge of office procedures, records management, and administrative support practices
• Ability to handle confidential information and records with discretion and sound judgment
• Ability to interpret policy, procedures, and data
• Advanced verbal and written communication skills, emphasizing clarity and professionalism.
• Advanced interpersonal and relationship-building skills to foster positive engagement with staff, applicants, community partners, and stakeholders
• Advanced organizational and multitasking skills to prioritize and manage diverse responsibilities in a fast-paced environment
• Advanced keyboarding, data entry, word processing, and file maintenance skills
• Advanced skills in utilizing personal computers and software applications, including Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides), for document creation, data analysis, and records management

Key Responsibilities:

Administrative Support

• Manage and prioritize the executive directors’ calendars, scheduling meetings and coordinating appointments and events.
• Prepare correspondence, forms, reports, and other documents as needed.
• Maintain organized physical and electronic departmental files to ensure accessibility and compliance.
• Support the interview and selection process for administrators and professional staff.

Communication and Coordination

• Act as a liaison for the executive director, effectively communicating with campus administrators, department supervisors, and other personnel regarding HR policies, transfer procedures, and application systems.
• Collaborate with district staff to ensure consistent and timely communication of HR-related updates and procedures.

Talent Acquisition and Onboarding

• Support the operation of the district’s applicant tracking system, including posting job vacancies, assisting users, and troubleshooting issues as needed.
• Guide employees and candidates through onboarding processes, ensuring timely completion of applications and other pre-employment requirements.
• Process paperwork for new hires, internal transfers, and position changes in alignment with district policies and procedures.
• Support HR initiatives such as new hire orientations, job fairs, and district-wide onboarding events.

Compliance and Data Management

• Support HR managers in the areas of certification, background checks, fingerprinting, and HR records.
• Prepare and maintain electronic personnel files.

• Compile and analyze data to prepare detailed case files and statistical reports for professional personnel.

Special Projects and Professional Development

• Assist with district-wide HR projects, staffing efforts, and professional development initiatives led by the executive directors.
• Maintain technical expertise by participating in workshops and staying informed about relevant HR matters, software, and systems.

Other Duties:

• Adhere to all district policies, procedures, and expectations as outlined in the employee handbook and administrative regulations.
• Follow district safety protocols and emergency procedures.
• Participate in professional development, faculty/department meetings, and special events as assigned.
• Perform additional duties as assigned to support the mission and goals of the department and district.

Supervisory Responsibilities:

• None

Mental Demands/Physical Demands/Environmental Factors:

Tools and Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district-wide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.