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Position Detail - HR Administrative Assistant

HR Administrative Assistant

Apply now Job no: 492752
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: M-F 

Hiring Rate:  $17.00/hr

Department Summary & Job Purpose:

The Human Resources Department is seeking a highly skilled, enthusiastic, and motivated HR Administrative Assistant. The position will provide administrative support and coordination in the areas of Talent Acquisition, Employee Relations, Students Employees, Payroll, and Benefits Administration. The HR Administrative Assistant will support the front office operations and work collaboratively with MHC departments, campus community, and prospective employees and partners in the surrounding communities served by the College.


Core Job Duties and Responsibilities: 

Job Duties and Responsibilities: Under the supervision of the Talent Manager, the HR Administrative Assistant will facilitate the daily front office operations of the Human Resources Department. The ideal candidate will maintain an efficient and professional HR front office and provide administrative support to the department. The HR Administrative Assistant will maintain the overall knowledge of HR Department processes with the ability to provide information and resources to the campus community and consistently identify process improvements whether small or large.

The ideal candidate will perform a variety of complex and specialized functions including but not limited to:

  • Serve as first point of contact of the HR Department for visitors, students, families, faculty and staff.
  • Maintain an exceptional level of service to campus community in accessing information, resources and services
  • Assists with the day-to-day operations of the HR applicant tracking system, including but, not limited to the recruitment and processing of prospective employees, background checks, hiring documents, onboarding, employee development, retention, performance management and evaluation procedures
  • Provide MHC information, guidance and discuss employment opportunities and application procedures with prospective employees
  • Answer, screen, triage incoming calls and inquiries; screen calls, take messages and direct calls to other departments as appropriate
  • Maintain and update Human Resources materials and onboarding documents
  • Serve as a resource for staff & faculty searches- provide guidance and instruction on utilizing the application tracking system and processing candidates in the system
  • Assist with the development and dissemination of training materials and programs to enhance recruiting, hiring, and employee engagement initiatives
  • Assist with the processing of new hires and support search chairs and committee members to ensure compliance with College Policies and with the completion and submittal of appropriate documents for the department.
  • Assist with the vetting of temporary employees in collaboration with search firms and employment agencies
  • Coordinate and schedule pre-employment physicals, background checks and other types of evaluations and assessments as appropriate
  • Research and identify new sourcing and multimedia resources to promote and brand the College
  • Maintain and update lists of professional contacts locally, regionally and nationally
  • Process and review employment applications in the ATS in order to evaluate qualifications or eligibility requirements of applicants, flag and close searches effectively and appropriately
  • Post positions, review and update job descriptions, welcome letters and correspondence for new employees
  • Possess exceptional organizational and office management skills, with attention to detail to ensure a high degree of accuracy
  • Assist with the creation of multimedia resources and print ads for distribution to: MHC jobs boards, print advertising (newspaper, EEO magazines, journals) professional associations, recruitment agencies, career centers, colleges & universities, HBCU’s & HSI’s, social media and other diverse venues to attract talent for the College
  • Maintain staff calendars, schedule meetings and coordinate HR Benefits Briefings as appropriate 19. Create and maintain filing systems, both electronic and physical
  • Support HR Department communications and prepare professional-quality electronic and hard copy materials, including letters & spreadsheets, reports, print advertisement & web materials, presentations, brochures and flyers and meeting deadlines to ensure the success of the Talent Acquisition strategies
  • Assist with the development and implementation of an employee/customer service feedback survey, conduct analysis and report of findings
  • Assist with the purchase of office supplies, department bills and expenses, and payments in accordance to Mount Holyoke’s financial policies and procedures
  • Train, support and manage work-study students and coordinate front office coverage
  • Persistence in seeking solutions to problems both within and beyond areas of direct responsibility
  • Other duties as assigned by the Talent Manager and AVP of Human Resources 


• Bachelor's degree and two years of relevant HR experience preferred, or combination of education and relevant HR experience
• Knowledge of online applicant tracking and Human Resources Information systems
• Expert proficiency in Microsoft Office Suites, Adobe, spreadsheets, creating databases and using publishing tools is required
• Strong problem solving and analytical skills
• Expert knowledge analyzing data, creating spreadsheets and generating reports
• Excellent written and verbal communication skills to effectively share information and convey ideas and information to the diverse audience of MHC, staff, faculty administrators, students, vendors and visitors.
• Organized and detail-oriented
• Able to set priorities, seek out answers and generate ideas, and show adaptability, initiative, and resourcefulness in problem-solving
• Demonstrate a high degree of tact, discretion, integrity, and confidentiality in managing sensitive and confidential information and documents relating to employees and students
• Work collaboratively with internal and external constituents at all levels from diverse economic, social, multiracial, cultural, ethnic, and language backgrounds.
• Able to work well independently but also as part of a team
• Excellent time-management and process improvement skills
• Demonstrated experience with web-based systems and recruiting sources, including social media, warm/cold calling, referrals, events, networking, publications, industry groups, associations, and job fairs

Preferred Qualifications: • Experience in training and/or supervising students a plus


Physical Demands: Light work:

  • Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
  • The employee is performing sedentary work and is moving around in the department to perform work duties and responsibilities such a filing, reviewing, and coping documents
  • Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately over the phone or in person 
  • Employee speaks with staff. students and faculty on a regular basis 
  • Employee operates office equipment and computers to perform essential duties and

Working Conditions: 

  • The employee is not substantially exposed to adverse environmental conditions (such as in
    typical office or administrative work).  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver

Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by the application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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