Administrative Associate I HRIS/Records

Posting Details

In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to the position's level, core duties, job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Classification Series Details

Function Human Resources

Family Administrative Support Classification Series Title Administrative Assistant

Classification Pay Scale

Minimum $17.00

Maximum $33.65

Posting Details

Posting Number S01225

Position Title Administrative Associate I HRIS/Records Position Status Full-time Campus Hybrid Department 5701-Human Resources Job Summary

Under the supervision and guidance from the HRIS Analyst, the Administrative Associate I HRIS/Records (HRIS Records Assistant) position will provide administrative HR and HR system support by working with Human Resources and HR business partners. The support is to ensure the accurate, timely and efficient processing of HR procedures. This position is responsible for maintenance, and support of the HRIS applications (primarily Banner HR Module and PeopleAdmin Applicant Tracking System) within the HR Department. The HRIS Records Assistant will also participate in a variety of HR projects to help support compliance and process improvement initiatives.

Supervisory Responsibilities:

None

Knowledge, Skills and Abilities

Strong administrative and organizational skills with the proven ability to take initiative to complete assignments and responsibilities.

A commitment to providing exceptional service to employees at all levels of the organization

Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint). Knowledge of HRIS software (Banner and PeopleAdmin) preferred.

Professional written and verbal communication skills to all levels of the organization

Effectively problem-solve and exercise good judgment, and handle with discretion access to confidential information and materials.

Ability to prioritize and accomplish multiple tasks with strict attention to detail

Maintains discretion in matters of confidentiality at all times.

Required Qualifications

At least two years in an Administrative Associate role

List comments regarding work hours

Flexible

Posting Date 01/04/2023 Close Date Open Until Filled Yes Special Instructions to Applicants

Essential Job Duties

Job Duties

Performs clerical tasks as needed to digitally organize and retain file folders. Coordinates maintenance of HR files and records within HR. Performs customer service functions by answering HRIS-related requests and questions.

Percentage Of Time 20 Job Duties

Completes data entry for HR transactions in multiple systems. Drafts job aids for distribution within HR team and external business partners. Collaborates with and assists HR team as needed.

Percentage Of Time 15 Job Duties

Performs basic system security administration as advised by HRIS Analyst.

Percentage Of Time 10 Job Duties

Updates system fields and tables in support of business operations with collaboration from HR and IT.

Percentage Of Time 10 Job Duties

Performs internal audits to ensure data integrity and compliance with policies and procedures.

Percentage Of Time 10 Job Duties

Oversees onboarding process by ensuring timely and accurate processing of new hire paperwork.

Percentage Of Time 10 Job Duties

Documents, communicates, educates, and enforces business process rules and policies as needed.

Percentage Of Time 10 Job Duties

Trains end-users on processes and procedures.

Percentage Of Time 10 Job Duties

Aids HRIS Analyst and performs all other duties as required based on the needs of the organization.

Percentage Of Time 5

Physical Demands

Physical Demands

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

WesternU Policy requires persons employed by the University to provide proof of vaccination against the SARS-CoV2 (COVID-19), subject to limited exemptions, regardless of whether the employee is on-site or working authorized to work remotely. Exempted employees, or those whose status of full vaccination is pending, will be required to submit to regular COVID-19 testing for in-person/on-campus work assignments. ​

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.

Applicant Documents

Required Documents

Resume

Optional Documents

Letter of Recommendation #1

Letter of Recommendation #2

Letter of Recommendation #3

Cover Letter

Additional Applicant Document

Supplemental Questions

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