Job Purpose:

The Executive Assistant and HR Division Office Manager is a core member of the Human Resources staff and reports to the Vice President, Human Resources & CHRO providing executive-level assistance in support of the Office of the CHRO and facilitates the effective operation of Human Resources.

This position is responsible for a broad and complex set of assignments related to the duties of the Vice President, Human Resources; provides administrative support for all activities across the division. The Office Manager demonstrates a commitment to continuous quality improvement, providing outstanding service to various internal and external University stakeholders, and maintaining an overall standard of excellence for the staff in the Office of Human Resources.

Essential Functions:

• 40% - Executive Administrative Support
  • Proactively provides executive-level support to the Vice President, Human Resources by managing messages, meetings, event requests, tasks, and issues.
  • Additionally provides high-level support to individuals and groups for the Vice President, Human Resources.
  • Provides regular updates to the Vice President, Human Resources using multiple spreadsheets, meetings, and task management.
  • Ensures the Vice President, Human Resources is sufficiently prepared and briefed for all travel, daily appointments, meetings, and events.
  • Prepares, reviews, submits, and tracks Concur expense reports and related reimbursement documentation for the Vice President, Human Resources and designated department leaders, ensuring accuracy, compliance with University policies, and timely processing.
  • Promotes a positive image of the University by greeting and receiving visitors to the Vice President's Human Resources office.
  • Provides guidance and refers inquiries or problems to the appropriate office or person; this includes resolving problems and following up to determine the inquirer's satisfaction with the response.
  • Assists with logistics as requested.
  • Assists with correspondence and dissemination of internal and external communication.
  • Drafts general correspondence as requested.
  • Answers and directs phone calls and appropriately relays important information promptly and clearly, maintaining confidentiality.

• 30% - Special Projects & Events
  • Consults with and assists the Vice President, Human Resources as requested with special projects and assignments by researching information and providing a synopsis.
  • Manages and coordinates Projects & Events to support the HR strategy.

• 20% - Scheduling
  • Coordinates all scheduling for the Vice President, Human Resources.
  • Provides scheduling support as needed to the Deputy CHRO, Audit leader, and Compliance leader.
  • Facilitates the development and coordination of a complex calendar of appointments, meetings, travel schedules, and University and community functions with individuals and groups for the Vice President, Human Resources.
  • Schedules reoccurring meetings with leadership team members, and committees.
  • Provides oversight of the Vice President's, Human Resources daily calendar to maintain a busy schedule and effective time management.

• 10 % - Additional Duties as Assigned

Educational Requirement:

• Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

• 5 years
• In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Certifications and/or Licensures:

• None

Skills & Abilities:

• Ability to provide high-level executive support across a broad portfolio, manage competing priorities, and exercise sound judgment in a fast-paced environment.
• Ability to coordinate complex calendars, meetings, travel arrangements, and events while ensuring efficient use of executive time.
• Strong verbal and written communication skills with the ability to interact professionally and diplomatically with diverse stakeholders.
• Ability to accurately capture meeting notes and prepare summaries; demonstrated typing proficiency of 60+ words per minute with a high degree of accuracy preferred.
• Ability to organize, prioritize, and manage multiple projects, events, and special assignments while meeting deadlines.
• Ability to handle sensitive and confidential information with professionalism, integrity, and sound judgment.
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), task management tools, and electronic recordkeeping systems, with exceptional attention to detail and organization.

Preferred Qualifications:

• Master’s Degree
• Administrative work experience in a higher education academic environment.
• Prior experience in Human Resources.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Daily (>75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)