25 days old

HR Office Administrator

Babson College
Wellesley Hills, MA 02481
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  • Job Code
    137099316

The Human Resources Office Administrator serves as the initial interface between the HR Department and the internal and external community. The Administrator is a key component of the interaction with staff, faculty, candidates, students, vendors, and other members of the community. Specifically, responsible for being the first point of contact for individuals both in-person and via telephone; assisting with general office functions in addition to Human Resource administrative support activities; and maintaining a positive, professional approach in communicating and dealing with all contacts given the Administrator's role as the person responsible for ensuring first impressions with the college's HR department are favorable. In addition, the Office Administrator must have a strong commitment to creating and fostering client relations in the community; act as an Ambassador to HR; and as the primary office logistical staff person, this position requires on time arrivals and departures to ensure the office is operational at the beginning and close of the day.

  • Receives all visitors and manages the traffic of the HR Department by greeting and welcoming them at the Reception Desk and/or by answering and routing incoming calls with a positive, professional, and welcoming approach.
  • Covers all incoming calls and visitors for the Vice President of Human Resources when in the office; this position must be able to effectively address issues. This will require high level of confidentiality, extreme time sensitive work, scheduling, answering the phone, and assisting with administrative duties as required. Act as a back-up for full coverage when Assistant to the VP is unavailable.
  • Supports the Student Employment Program for both domestic and international students including supporting managers/supervisors campus wide on I-9 process and identification needed, as well as employment vouchers.
  • Actively participates in OnBoarding activities such as Launch: Activate and Enrich orientation program including preparation, design, implementation for all new employees. This includes: Day one logistics (paperwork, parking passes, HR giveaways, welcome card (if not mailed prior), distributing return to campus training, and reviewing COVID compliance protocols), and I9's; communicates with hiring managers on process; and acts as the MC and presents at the in-person sessions.
  • Assists employees, both faculty and staff, students, affiliates, and other constituencies in resolving various HR related matters by answering inquiries; providing accurate information; referring employees to the appropriate staff, and by following-up as appropriate; advising on Workday, internal HR Qualtrics questions, and EMS as needed; and partnering and referring to Payroll as needed for assistance.
  • Provides overall HR administrative support to the department including but not limited to: entering, formatting, and printing information; organizing work; relaying messages; maintaining personnel and other files; monitoring equipment; coordinating faxes; and assessing and ordering supplies using excel spreadsheets, and Power Point Presentations.
  • Manages the conference room calendar and coordinates with Facilities and caterers for particular events.
  • Processes invoices and P-Card expense reports in Workday; and orders office supplies.
  • Assists with travel arrangements for out of town candidates, hotel reservations, airport transfers etc.; prepares candidate travel reimbursement for processing.
  • Responsible for coordinating and scheduling front desk lunch coverage with the HR staff and maintains front desk coverage calendar for lunch and other time frames as necessary.
  • Responsible for managing the Human Resources mailbox, responding to all emails in an appropriate and timely manner.
  • Distributes incoming and outgoing mail and packages.
  • Coordinates the Ambassador Program for new employees including recruiting new Ambassadors, training, and preparing materials.
  • Hires HR student employees which includes interviewing, training, scheduling and creating projects to be completed by the students.
  • Coordinates the purchase and distribution of compliance posters.
  • Responsible for the I9 Process which includes: ensuring completion via Workday, timely collection of ID's, retention, educating internal and external stakeholders on the federal and state laws; performs audits on I-9 compliance; provides instructions for remote I9's if employees are working out of state; and is the subject matter expert on acceptable forms of documentation to meet the requirements of the Federal form.
  • Assumes additional responsibilities and special projects as required and as necessary (i.e., CORI Forms, Loan Forgiveness Forms).

Supervises:

HR Student Workers



Education Requirements:

Minimum Level of Education Required Associate's Degree

Position Knowledge/Skills & Abilities Requirements:

  • A minimum of 5 years prior successful experience in general office administration
  • Ability to present a positive and professional demeanor at all times
  • Must maintain departmental confidences at all times
  • Must exercise extreme attention to detail which includes being thorough, accurate, and organized
  • Must have excellent interpersonal, written, verbal communication, and customer service skills and the ability to successfully work with all constituencies
  • Ability to successfully perform multiple tasks and balance multiple priorities is essential
  • Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities constantly
  • Ability to take initiative and complete tasks with minimal supervision
  • Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook/Calendar, Skill Survey, and OneClick)
  • Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, and other constituencies
  • Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
  • Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Additional Experience, Skills & Abilities:

  • BA/BS degree in business or human resources preferred
  • Must have the focus and desire to work in the Human Resources field
  • Previous experience working in a team environment




PI137099316

Posted: 2021-05-19 Expires: 2021-06-20

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HR Office Administrator

Babson College
Wellesley Hills, MA 02481

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