27-09 Human Resources Administrative Assistant (AA1) - Office of Human Resources

West Chester University • West Chester, PA • 3h ago

Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Office of Human Resources invites applicants for the position of Human Resources (HR) Administrative Assistant.

The shift for the position is Monday to Friday, 8:00 a.m. - 4:30 p.m.

West Chester University, a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

The Office of Human Resources team supports both current and prospective employees. As a key contributor, the HR Administrative Assistant provides comprehensive administrative and operational support to the Human Resources department by maintaining personnel records, supporting onboarding and compliance processes, coordinating departmental communications, supporting office operations, and ensuring the efficient administration of HR services.

The ideal candidate will demonstrate excellent customer service skills; strong organizational skills; the ability to manage multiple priorities in a fast-paced and high-volume environment; technology proficiency; and the ability to effectively communicate in writing and verbally and interact dynamically with a variety of constituents.

Responsibilities include:

Support HR and organizational projects and initiatives

Greet and assist visitors, employees and external constituents

Answer incoming calls

Manage employee Form I-9 records, ensuring compliance with federal verification, retention, and destruction requirements

Review and process employee documentation, including DocuSign forms and personnel record audits

Monitor and manage the Human Resources Services (HRS) and Official Personnel File (OPF) inboxes and related record-keeping systems

Maintain and organize electronic personnel records through employee document sweeping, indexing, and workflow management in Teams, SharePoint, and OnBase

Coordinate employee personnel file requests and coordinate OPF viewing appointments

Oversee departmental mail operations

Coordinate departmental work orders and office service requests

Coordinate building access and security requests, including office closures, with Public Safety

Manage conference room scheduling, internal department calendar and meeting space reservations for employee representatives, departmental meetings, and campus events

Maintain confidentiality of sensitive employee and organizational information

Perform other duties as assigned

Minimum Qualifications

Such training may have been gained through graduation from a four-year college or university or any equivalent combination of experience and training.

Demonstrated proficiency in Microsoft Office including Outlook, Teams, and Excel

Required Knowledge, Skills & Abilities:

Some knowledge of the principles and practices of public administration.

Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.

Some knowledge of the sources of information, methods, and techniques used in administrative research.

Ability to carry out, with some supervision, staff assignments requiring the organization of material and development of procedures.

Ability to conduct studies and analyze contributing to the development of sound operational procedures.

Ability to speak and write effectively.

Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Preferred Qualifications

Experience in an administrative role

Customer service experience

Experience in higher education and/or human resources

Experience using enterprise resource planning platforms such as SAP and/or BI

Experience using document applications such as Adobe and/or DocuSign

Experience using HRIS systems such as OnBase

Special Instructions

Salary and benefits are dictated by the American Federation of State, County and Municipal Employees (AFSCME) collective bargaining agreement.

Candidates should apply online at https://www.schooljobs.com/careers/wcupa.

Required Documents for Consideration:

Resume

Cover letter

A list of three references with contact information

Review of applications will begin immediately. Incomplete applications will not be reviewed.

Applicants must successfully complete the interview process to be considered as a finalist.

Due to the nature of the position, employment visa sponsorship is not available.

All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.

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