Overview

Date:  August 24, 2021

Position Available:  Part-time Human Resources Assistant

Position Reports to:  Director of Human Resources

Department:  Human Resources

FLSA Status:  Non-exempt

Schedule:  Part-time; 17.5 hours/week

 

Please apply online:  https://franciscan.edu/part-time-human-resources-assistant/

 

POSITION SUMMARY

The part-time Human Resource (HR) Assistant coordinates all aspects of HR hospitality and event planning and leads volunteers in event-related activities before, during, and after the occasions.  This role also makes travel arrangements for all employees traveling to Austria.  In addition, as a member of the HR team the HR Assistant coordinates internal department events and meetings and performs a variety of clerical and administrative HR tasks to help ensure the office runs in a smooth and professional manner offering excellent customer service.

 

PRIMARY RESPONSIBILITIES

1.     As the co-chair of the Community-building and Social Events Task Force:

·         Make arrangements to provide hospitality and to achieve the desired vision and goals for each event.

·         Coordinate all administrative aspects and details associated with employee events including drafts of email announcements, invitations, event agendas and event programs.

·         Coordinate registration process for event participants.

·         Plan and order food; schedule event entertainment; decorations, gifts and awards.

·         Create and distribute promotional materials and respond to inquiries.

·         Conduct post-event surveys.

·         Develop and maintain lists of available venues, services, and pricing options for events.

 

Among others, major events typically include: Employee Recognition Breakfast with Years of Service Awards, Annual Faculty and Staff Christmas Party, Employee Appreciation Day, Employee Softball Game, Fall Fest.

 

2.     Answer questions related to the FUS Spirit Award process, post Spirit Award results on Facebook and in the FUS Bulletin.

3.     Administer the FUS Employee Facebook page and other HR social media accounts, as needed.

4.     Assist employees with completing the required forms and obtaining required documentation for working in Austria; book travel arrangements for all employees traveling to and from Austria.

5.     Support employee training event planning with room scheduling, registrations, and food service, as needed.

6.     Provide general clerical support; compose and type correspondence and other documents, as needed.

7.     Schedule conference rooms and other meeting locations; welcome and direct HR visitors; draft bulletin announcements, perform recordkeeping, order office supplies, coordinate equipment maintenance, handle packages and correspondence, prepare purchase requisitions, book hotel rooms, make travel arrangements, and perform other general clerical duties.

 

This is not intended to be an all-inclusive list.  Additional duties, expectations and responsibilities may be added or changed as needed to meet the University’s needs.

 

REQUIREMENTS

Must understand, support and embrace the mission of Franciscan University of Steubenville and possess the following:

 

Work Experience

·         3 – 5 years of office experience in an administrative role; experience in Human Resources preferred.

·         Experience in event planning required, higher education event planning preferred.

·         Demonstrated ability to work independently and reliably.

 

 

Competencies

·         Verbal and Written Communications: Uses effective speaking and listening techniques to ensure clear and actionable communications; when drafting email messages, event materials, and correspondence, uses a written style that is appropriate to the content and audience involved; checks work for style, spelling and grammar and ensures readability.

·         Interpersonal Skills:  Relates well to all people and uses excellent interpersonal and customer service skills.

·         Quality of Work:  Consistently checks work for accuracy, appropriateness, and completeness; has excellent organizational skills; and maintains meticulous attention to detail.

·         Planning:  Takes steps to anticipate problems or obstacles and develops needed contingencies; excellent time management skills and a proven ability to meet deadlines. Effectively uses tools like project management software or calendars and checklists to manage complex and occasionally competing deadlines.

·         Process Management:  Effectively coordinates volunteers involved in events and ensures successful results; able to prioritize tasks.

·         Dealing with Ambiguity: Maintains poise and perspective when things are uncertain or unsettled; works well in situations where there is no single right answer; readily adjusts to changing circumstances or new situations.

·         Creativity:  Can facilitate and/or contribute to effective brainstorming; is creative and effective when solving problems.

·         Managing & Measuring Workload: Effectively identifies and organizes steps, tasks, resources, and timing needed to plan events; teamwork- and team-focused; adaptable to change and able to prioritize and handle multiple tasks and deadlines.

 

Education

·         Associate Degree or equivalent experience desired.

 

Technical Skills

·         Proficiency with Microsoft Office 365/Office 2016 (Word, Excel, PowerPoint) experience desired.

·         Basic understanding of office equipment.

 

Workplace Factors

·         Prolonged periods of sitting at a desk and working on a computer.

·         Lift up to 15 pounds at times.

 

Candidates must submit an online application, a resume and a cover letter that demonstrates their fit for the position based on their experience, accomplishments, and skills as well as their desire to advance the mission of Franciscan University.

 

Please apply online:  https://franciscan.edu/part-time-human-resources-assistant/

 

For other information and job postings, visit our website at https://www.franciscan.edu

 

Franciscan University of Steubenville is committed to principles of equal opportunity and is an equal opportunity employer.