Executive Assistant

by San Jacinto College on February 22, 2014

in University Jobs

Performs executive-level administrative duties in support of the Human Resources department. This position exercises initiative, judgment, and discretion in addressing the needs and requirements of the office operations. The position requires attention to detail, diplomacy, confidentiality and the ability to work under pressure in a fast-paced environment requiring management of competing priorities while meeting established deadlines. Essential Functions: 1. Provide administrative support for the Human Resources Department which includes the various functions of organizational and talent development, employment, benefits, compensation, employee relations, HRIS, and compensation. 2. Perform administrative duties for the office including but not limited to creating reports, generating, maintaining and distributing presentations, letters, memos, e-mails, mail mergers, distribution lists, invitations, programs, announcements, and other requested communications. 3. Receive guests and applicants, answer phones, and serve as initial point of contact for the Human Resources office. Redirect calls to the appropriate staff/administrators as pertinent. Ensure all phone calls are answered during normal business hours and all voice messages are responded to promptly. 4. Prepare, enter, oversee, and maintain Human Resources budget in the Banner ERP system. Compile, create, and enter Banner budget transactions (budget transfers, requisitions, journal vouchers, and development). Verify conversion to purchase order, obtain invoice paperwork, and receive documents within Banner. 5. Schedule and coordinate conference and travel arrangements for department personnel for conferences and training. 6. Plan, schedule, and coordinate meetings, activities and special events hosted by Human Resources. 7. Create, submit, maintain, and serve as the point person for departmental maintenance work orders, copier service, office relocations, etc. Orders office supplies and materials as necessary. 8. Provide support to various functions within Human Resources during peak periods. High School graduate or equivalent required. Required Experience: Five years office experience supporting a large multi-functioning department. Experience in a customer service related field. Must have experience in reporting, administrative writing, Microsoft Office suite, managing processes, organization, analyzing information, problem solving, and budget management.

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