The Support Professional in Human Resources assists the Executive Director of Human Resources, Human Resources Generalists and Human Resources Coordinators with various aspects of the departmental work. Specifically, the Support Professional provides high level support in the area of recruitment; posting vacancies, organizing interviews and assisting applicants throughout the hiring process.
Requisition ID:
Employee Group: APSS
Schedule: 40 hours/52 weeks, 8:00 am - 5:00 pm
Compensation: Level A
Benefits: Full-time
Reports to: Executive Director of Human Resources and Talent Development
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Support all HR Business Partners in hiring process administration.
- Serve as full time receptionist for Human Resources and other departments as needed in the Administration Building. Assisting with walk-ins of any nature, including providing directional assistance for visiting guests. This includes greeting and directing visitors, triage incoming calls, Human Resources and general emails.
- Communicate with and assist applicants, as needed for the application process or other requests over the phone, in person or through email.
- Provide technical support to applicants and Screening Committee members for ClearCompany.
- Coordinate interview schedules and logistics, including scheduling of facilities using 25Live reservation system; arrange technology; prepare materials, as needed; collect candidate documents, procurement, ordering and delivery of hospitality; arrange candidate accommodations, travel, and dining reservations.
- Maintain database of job posting sources, pricing and contacts.
- Schedule all learning opportunities including room scheduling in 25Live (facilities, technology, food/beverages when provided) or when needed coordinate with others in Human Resources.
- Reconcile billing with vendors.
- Monitor and process the Human Resources departmental budgets. This includes, but is not limited to, monthly account reconciliations, fund transfers, purchase requisitions, invoice payments, and pro-card reconciliation for multiple department programs, using FSProd.
- Scan confidential information and maintain our electronic/image filing system.
- Provide general administrative support to Executive Director upon request.
- Maintain appointments per the Executive Director’s request.
- Assist the Executive Director in preparation of correspondence, reports, and other data for College employees, including reports for the President’s Cabinet and Executive Leadership.
- Maintain Board of Trustees Personnel Report monthly.
- Maintain, monitor and update the HR searches database.
- Act as department contact for HR forms, ensuring updated information and availability in paper, electronic and online format.
- Assist with records retention in compliance with federal guidelines and departmental policy.
- Schedule, prepare agenda, take and distribute minutes for Human Resources Staff Meetings.
- Assist with organizing the receipt of annual evaluations and check in acknowledgements.
- Prepare documents for college meetings as needed.
- Participate in professional development activities to remain current in HR office administration, recordkeeping requirements, and other HR processes.
- Keep items stocked for interviews, meetings and professional development opportunities by shopping for office supplies at Sam’s Club, including waters, coffee and other hospitality items.
Other Job Functions:
- Present a positive and professional image and be an excellent goodwill ambassador for the department and the College. Position is expected to exceed customer expectations and provide exemplary service.
- Provide backup support (lunch hours, vacations, leaves of absence) as needed.
- Persons in this role are identified as a Campus Security Authority (CSA). CSA's will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned.
JOB SPECIFICATIONS
Qualifications
- Associate’s degree or comparable combination of relevant education and experience.
- Minimum of five (5) years’ experience in Human Resources office administration, or related field, preferably in a large educational institution.
- Demonstrated proficiency in Microsoft Office Suite, Internet, and Excel. Experience with PeopleSoft highly desirable.
- Experience in meeting or event planning preferred.
Skills
- Supportive and Collaborative Attitude: Willingness to assist HR Business Partners and Executive Director of various administrative tasks, proactive approach to working with internal and external customers, and ability to collaborate with team members and provide general administrate support.
- Administrative and Organizational Skills: Strong organizational skills to manage multiple tasks and prioritize effectively, ability to scheduled and coordinate various activities, and proficiency in maintaining accurate records, databases and filing systems.
- Communication Skills: Excellent verbal and written communication skills for interacting with applicants, staff and visitors. Ability to provide clear directions and information to guests and callers. Proficiency in preparing correspondence, reports and other documents.
- Customer Service Skills: Strong interpersonal skills to serve as the full-time receptionist for HR and other departments. Ability to assist walk-ins, triage incoming calls and respond to general emails professionally. Experience in providing exceptional support to applicants throughout the hiring process.
- Attention to Detail: Meticulous attention to detail for tasks such as scanning confidential information and maintaining electronic filing systems. Accuracy in preparing materials for meetings and ensuring the completeness of candidate documents.
- Confidentiality and Compliance: Understanding of records retention policies and federal guidelines to ensure compliance. Ability to handle confidential information discreetly and maintain privacy standards.
Physical Demands
- The position requires long periods of sitting, reading and writing, listening and computer work.
Mental Demands
- Ability to respond courteously and appropriately to telephone and personal inquiries from faculty, students, staff, and the public.
- Ability to perform daily routines and unexpected duties within timelines and with minimal supervision.
- Ability to maintain confidentiality, and able to cope calmly with different events and circumstances.
- Ability to work effectively with diverse groups and individuals one-on-one and in a team environment.
- Ability to perform the functions of the job efficiently and cheerfully.
- Ability to incorporate GRCC values into professional work environment.
- Must maintain high levels of confidentiality with appropriate discretion.
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work in a fast-paced environment that calls for flexibility/adaptability and the ability to handle multiple interruptions.