HR Office Manager

The HR Office Manager provides essential administrative and operational support for the Human Resources Office. This role serves as the first point of contact for employees, students, and external visitors, ensuring a professional and welcoming environment. The position is responsible for managing the daily administrative functions of the HR office, maintaining organized records and systems, assisting with HR processes, and supervising and training student workers. This position requires excellent communication, discretion, organization, and customer service skills, as well as the ability to handle sensitive information while maintaining confidentiality.

Essential Duties and Responsibilities:

Reception & Customer Service

• Serve as the front-facing representative of the HR office, greeting and directing employees, students, and visitors.
• Respond to general HR inquiries via phone, email, and in-person with professionalism and discretion.
• Provide accurate and timely information regarding HR processes, forms, and policies, or direct individuals to the appropriate HR staff member.

Office Management & Administration

• Manage day-to-day operations of the HR office, including supplies inventory, office organization, mail distribution, and calendar coordination.
• Maintain filing systems (digital and physical) for employee records, HR forms, and compliance documents.
• Monitor and update the HR intranet and public-facing webpages in coordination with HR leadership.
• Process incoming and outgoing mail, deliveries, and confidential documents in accordance with privacy requirements.
• Coordinate logistics for meetings, trainings, orientations, and employee events.
• Work with Security on access to the HR office for personnel and customer hours.

Student Worker Supervision

• Recruit, train, schedule, and supervise student workers assigned to the HR office.
• Oversee student worker assignments including student employment contract processing and onboarding, clerical tasks, scanning, filing, and assisting with event preparation.
• Ensure student workers maintain professionalism and confidentiality in accordance with HR office expectations.

HR Support Functions

• Manage and post all faculty and hourly job listings.
• Manage the online onboarding and offboarding process for all staff, faculty, and contract employees.
• Verify the completeness of all documentation pertaining to new hires.
• Support benefits and records administration by helping gather required documentation and assisting employees with form submissions including but not limited to Ascend to Wholeness and Personify Health.
• Schedule physical examinations for new employees and approve payments.
• Process changes such as address, name, and W-4 updates, etc.
• Assist with coordination of special events such as open enrollment, benefits fairs, training workshops, and employee appreciation events.
• Support all aspects of yearly employee evaluations process.
• Generate and maintain routine reports and spreadsheets as directed by HR staff.
• Monitor employees’ hours for eligibility of benefits based on full-time basis of 72 hours or more.
• Monitor vacation bank hours and inform department heads and employee when employee is close to their accrual limits.
• Support compliance tracking (e.g., I-9 completion, training deadlines, etc.).
• Complete and/or send employment and unemployment verification forms.
• Perform other job related duties as assigned.

Confidentiality & Compliance

• Maintain strict confidentiality and handle sensitive personnel information with discretion and in accordance with university policy and applicable law.
• Follow all privacy, data protection, and records retention policies and procedures.

Education & Experience:

• Bachelor’s degree required; degree in Human Resources, Business Administration, or related field preferred.
• At least two years of administrative or office management experience required.
• Prior experience in higher education or human resources strongly preferred.
• Experience supervising others (student or part-time staff) is a plus.

Skills & Competencies:

• Excellent interpersonal and customer service skills.
• Strong verbal and written communication abilities.
• Exceptional organizational skills and attention to detail.
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfort with learning HR systems.
• Ability to prioritize tasks and manage multiple deadlines in a busy office environment.
• High level of discretion and sound judgment in handling sensitive and confidential matters.

Language Ability:

Ability to read, interpret, and apply university policies, procedures, employment laws, and federal/state HR regulations. Must demonstrate clear and professional written and verbal communication skills, including the ability to draft internal office correspondence, HR process instructions, training materials, and procedural documentation. Must be able to communicate effectively and diplomatically with employees at all levels, visitors, and student workers, and to explain complex or sensitive information with tact and clarity.

Math Ability:

Ability to apply basic mathematical concepts including percentages, ratios, and averages to support HR reporting, benefits reconciliation, invoice verification, and leave tracking. Strong attention to numerical detail for data entry and records management. While advanced statistical analysis is not required, comfort working with data in spreadsheets is essential.

Reasoning Ability:

Ability to understand and apply HR-related policies, legal guidelines, and operational procedures to ensure office efficiency and compliance. Must demonstrate sound judgment, discretion, and problem-solving skills in addressing employee inquiries, managing workflows, and handling confidential or sensitive issues. Ability to assess priorities, identify areas for improvement, and support a responsive and service-oriented HR office environment.

Computer Skills:

Proficiency in Microsoft Office Suite (particularly Outlook, Word, Excel, and Teams) in a Windows-based environment is required. Ability to quickly learn and navigate HR-related systems and tools such as Banner, Kronos, SilkRoad, and electronic document management systems like Etrieve. Must be comfortable using email, video conferencing, and digital filing platforms. Basic troubleshooting and technology setup for student workers or front-desk needs may also be required.

Supervisory Responsibilities:

This position is responsible for recruiting, training, scheduling, and supervising HR student workers. Must provide clear instruction, model professional behavior, ensure confidentiality is maintained, and mentor student staff to contribute meaningfully to the HR office.

Work Environment:

This is a fast-paced, highly interactive, front-facing office environment where confidentiality, professionalism, and efficiency are essential. The employee frequently interacts with faculty, staff, students, and external visitors. The noise level is typically moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

The employee is regularly required to sit, use hands for typing and filing, and speak and listen in person and on the phone. The role also requires standing, walking, reaching, and light lifting. Must be able to lift and/or move up to 25 pounds occasionally, including boxes of files, supplies, or event materials. Vision requirements include the ability to use a computer, read printed materials, and adjust focus.

Other Demands:

·       Requires working knowledge of HR processes including onboarding, recordkeeping, and general compliance.

·       Ability to manage office functions with a high level of professionalism and integrity.

·       Must maintain confidentiality of employee and institutional information at all times.

·       Requires excellent time management, organization, and multitasking skills.

·       Must exhibit professionalism in handling sensitive matters and resolving customer service issues.

·       Occasional support may be required outside standard business hours for HR events or critical deadlines.

Wage Range: $21.45 - $25.25 per hour, plus generous benefits including but not limited to:

·       Comprehensive health coverage available

·       Tuition Assistance

·       10 Paid Holidays

·       FSA, Pet Insurance, Legal Services, Identify Theft Protection, and more!