Overview

The Human Resources Administrative Assistant reports directly to the Vice President of Human Resources and provides administrative support to the Vice President as well as operational and administrative support across the Human Resources department, including Human Resources Operations, Talent Acquisition, and Professional Development. This position serves as a central administrative resource for HR leadership and assists with the day-to-day coordination, organization, and execution of departmental activities.

The HR Administrative Assistant is responsible for maintaining HR records and documentation, coordinating meetings and training activities, supporting talent acquisition and employee programs, assisting with new hire and office logistics, and helping ensure the HR department operates efficiently and professionally. This position regularly handles confidential employee and business information and requires strong organization, attention to detail, follow-through, discretion, and customer service skills.

Responsibilities

*The following are intended as general illustrations of the work in this job class and are not all-inclusive for this position.

HR Department Administrative Support

• Provide administrative support across the Human Resources team.
• Greet and assist visitors to the HR office and manage the visitor check-in process.
• Maintain and confirm HR department phone and contact information.
• Assist with processing and organizing expense report documentation, including scanning receipts and supporting records.
• Order and maintain office supplies, coffee, meeting supplies, and other department materials; submit and follow up on office maintenance and facility requests as needed.
• Manage HR training and conference room calendars, assist with room scheduling, and prepare rooms for meetings, trainings, interviews, and other HR events.
• Order, organize, and maintain required labor law posters and coordinate lamination and distribution as needed.
• Perform occasional local errands and provide logistical support for HR department activities, recruiting events, trainings, and employee programs.

HR Records and Administrative Processing

• Scan, index, organize, and maintain HR documentation in the appropriate employee or departmental records system, ensuring records are accurate, organized, and confidential.
• Maintain the Auto Insurance inbox and ensure applicable documentation is appropriately processed and indexed.
• Enter and maintain MVR information in Viewpoint as required.
• Assist with other HR system data entry, record maintenance, and administrative processing as assigned.

HR Team Onboarding and Office Support

• Coordinate administrative setup for new HR department employees, including IT requests for system access, computer equipment, and other technology needs.
• Assist with workstation preparation and new hire readiness.
• Coordinate name plates, business cards, company apparel, credit cards, and other applicable new hire materials.
• Assist with welcome packages and onboarding materials for new hires supported by the Talent Acquisition team.

Training and Professional Development Support

• Provide administrative support for HR and Professional Development training programs, including scheduling, participant communication, registration, waitlists, attendance records, and related documentation.
• Assist with training and Lunch & Learn logistics, including room reservations and preparation, training materials, meals and refreshments, sign-in sheets, and participant communications.
• Index and maintain documentation related to employee development programs, including the Salary Mentor Program, Intern Mentor Program, Accelerated Onboarding, and other Professional Development initiatives.
• Assist with administrative tracking and completion records for HR and Professional Development programs.

Talent Acquisition Support

• Provide administrative and logistical support for campus recruitment activities, interviews, tours, and recruiting events, including preparation of materials and supplies.
• Maintain recruiting supplies between events and coordinate delivery of materials to employees representing Cajun at recruiting activities.
• Organize and maintain resumes and other recruiting materials as assigned.
• Prepare and maintain welcome packages and materials for Talent Acquisition-supported hires.
• Assist with iCIMS data entry, record maintenance, reporting, or other system administration as assigned.
• Support interview and candidate visit logistics as needed.

Additional Responsibilities

• Respond to requests from the HR team, candidates, employees, vendors, and visitors in a professional and timely manner.
• Identify opportunities to improve administrative processes, organization, and efficiency within the HR department.
• Provide backup administrative support across HR functions as business needs require.
• Assist with special projects, department events, audits, mailings, document preparation, and other HR initiatives as assigned.
• Perform other duties as assigned.

Qualifications

Education and Experience

• High school diploma or equivalent required.
• Associate degree or additional education in Business Administration, Human Resources, or a related field preferred.
• Previous administrative, office support, Human Resources, or related experience preferred.
• Experience working in a fast-paced environment supporting multiple individuals or functional areas is preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• High level of attention to detail and accuracy.
• Strong follow-through and ability to independently track assignments through completion.
• Professional verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work effectively with employees at all levels of the organization.
• Ability to handle confidential and sensitive employee information.
• Ability to exercise sound judgment and discretion.
• Ability to adapt to changing priorities and provide support across multiple HR functions.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and effectively utilize HR and business systems; experience with Viewpoint and iCIMS is preferred but not required.

Work Expectations

• Maintain regular and reliable attendance.
• Ability to work primarily in an office environment with occasional movement between offices, conference rooms, training areas, and recruiting or department events.
• Ability to occasionally lift, transport, or organize recruiting, training, and office materials.
• Local travel or errands may occasionally be required in support of department activities.

Physical:  While performing the essential functions of this job, the employee may be required to:

• Remain in a stationary position (sitting or standing) for extended periods during office work and meetings.
• Operate a computer keyboard, mouse, and other office equipment.
• Frequently communicate and exchange accurate information in person, electronically, and during virtual or telephone meetings.

Mental:  While performing the essential functions of this job, the employee may be required to:

• Direct, collaborate with, and communicate with executives, clients, and project teams. 
• Interpret and apply company policies, safety protocols, and written instructions. 
• Perform mathematical calculations, analyze business data, and review project estimates.
• Maintain accuracy, productivity, and attention to detail while managing competing priorities in an active office environment with frequent interruptions. 
• Process, retain, and manage complex project details, contractual requirements, and client data.