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28 Mar 2015

Full-Time Office Assistant – Personnel Resources

SACJobs Lisle, Illinois, United States

Job Description

Position Summary: Performs a wide variety of duties including reception, general office and secretarial support for hiring, benefits and the overall personnel resources function. This position interacts with all levels of staff, faculty, students and external customers, promoting a positive and welcoming atmosphere.

Essential Job Responsibilities:

1. Handle the hiring process for student employees (undergraduate and graduate) and adjunct faculty – answer inquiries about student jobs and the hiring process, maintain the student employee brochure, contact hiring supervisors about their need for student employees, post /monitor all open positions on website, process new and returning student employees (involves student watching safety video, completing federal and state tax withholding forms, completing I-9 documentation, explaining the payroll process and how to sign up for direct deposit). Assist adjuncts (walk-ins) with completing hiring process; process hiring paperwork for adjunct documents that are mailed-in. Help set up interviews with staff candidates and hiring managers. Process E-Verify Social Security reporting for new hires.

2. Enter employee information into PeopleSoft (student/adjunct hires, additional jobs, employee job data changes, employee personal information updates, additional pays); complete/acquire the necessary paperwork for documenting data entries (e.g. payroll action forms); work with payroll as needed to verify that data in PS is correct; assist payroll in meeting pay schedule deadlines.

3. Perform general receptionist duties for Personnel Resources – greet/assist customers, answer phones, order office supplies (monitor supply inventory), maintain office equipment (call in repairs), sort/deliver office mail, handle key returns, do the office filing, reconcile the Personnel Resources’ office budget which includes processing POs, check requisitions and invoices, process employment verification, update directory information.

Other Functions:

1. Assist the Assistant with the regular faculty and staff recruiting/hiring process: post positions on Ceridian, and all appropriate sites (e.g., GCHERC, Career Builder);Ceridian candidate tracking, process background checks, assist candidate with completing required paperwork during interview process, set-up candidates to take required testing (OPAC), prepare for New Hire Orientation (maintain new hire orientation binders and employee handbooks), enter new hires into PeopleSoft. Back-up for working with Head Coaches on seasonal coaches’ hiring process.

2. Maintain the I-9 binders (active, terminated & non-resident aliens) – do semester audit, verify all active employees have I-9 on file remove I-9s according (based on government’s required retention schedule, verify student employees’ I-20 status haven’t expired (if expired take the necessary steps where students employment is concern).

3. Process employee’s TIAA CREF enrollment forms; enter information into PeopleSoft

4. Supervise and train student workers for Personnel Resources dept; supervise the review of dates on storage boxes for shredding

5. Maintain storage room cleanliness and organization

6. Update Personnel Resources various forms, such as Hiring Form, Personnel Requisition form, etc.

7. Assist with gathering information for annual Audit with coordination with Business/Finance Dept.

8. Periodically, box up the Closed Job files from the file cabinet and put in storage room.

Minimum Job Requirements:

Education: some college; bachelor’s degree preferred.

Experience: 2 years general office experience, HR experience preferred.

Specific Skills: Proficient with Microsoft Office, knowledgeable with databases, data entry accuracy, great organizational skills, ability to multi-task.

Qualified candidates must be legally authorized on an unrestricted basis to be employed in the United States. Benedictine University does not anticipate providing employment related work sponsorship for this position.

Benedictine University is an Equal Opportunity Employer.


Education:      Bachelor’s Degree Preferred
Work Experience:      2-4 Years

How to Apply

Contact Info: opportunities.cfm

Job Types: Full-Time. Job Tags: Office Assistant and Personnel Resources. Salaries: TBD - Based on Experience.


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