Requisition ID: req3231
Job Title: Administrative Assistant
Department: Human Resources
Location: Columbus Campus
Employment Type: Staff
Employment Status: Board Approved
Bargaining Unit: Non-Bargaining Unit
FLSA Status: Non-Exempt
Compensation Type: Hourly
Schedule: M-F, 8am-5pm; overtime as necessary
Community colleges are uniquely positioned to respond to workforce needs and make higher education an affordable reality. There has never been a better time to join a two-year college, and there’s no better place to do it than at Columbus State. A laser focus on student success and a partnership mindset have established Columbus State as a key talent provider in a thriving regional economy, and a premier community college that is changing the nation’s education and workforce landscapes.
With more than 46,000 students across two campuses, at several regional learning centers, and online, Columbus State is the nation’s only institution recognized as an Achieving the Dream (ATD) college, an AACC Guided Pathways institution, and a participant in The Right Signals Initiative through the Lumina Foundation. Columbus State employees at all levels benefit from an engaging, collaborative, and supportive culture that rewards innovation and vision. We provide competitive compensation, comprehensive benefits, and professional development opportunities. We are dedicated to ensuring that the diversity of Columbus State faculty and staff reflects that of our students and region. We are proud to be a central part of a community that embraces differences and celebrates the many cultures, beliefs, and lifestyles that define Central Ohio.
Columbus, Ohio is also home to The Ohio State University and more than 30 other colleges and universities as well as the headquarters of multiple Fortune 500 companies. Columbus is one of America’s fastest-growing cities, offering a wealth of cultural experiences, dining, entertainment, shopping opportunities, and more. That’s why Central Ohio residents find living here so fulfilling, both professionally and personally.
The Administrative Assistant in the Human Resources Department performs responsible and professional work providing comprehensive administrative, clerical, and project support for the Executive Director. This role utilizes advanced office and research skills depending upon position assignment and skill level demands. Responsible for compiling reports, scheduling meetings, preparing agendas and meeting minutes, responding to routine and complex correspondence, creating presentations, preparing statistical documents, and completing administrative support projects for the Human Resources Department that may be sensitive in nature. Responsible for transcript management. This role may also support other areas within Human Resources including Talent Acquisition and Benefits.
Professionalism, Communication, Managing Work, Quality Orientation, Continuous Improvement, Technology Savvy, Customer/Student/Employee Focus, Positive Approach, Collaboration, Managing Relationships
ESSENTIAL JOB FUNCTIONS:
Carries out major assignments in conducting the operations of the Human Resources Department. Monitors department budget and performs other responsible administrative responsibilities on behalf of the office that require the exercising of independent discretion pertaining to matters of significance.
Assists Executive Director with labor relations issues as required, to include taking minutes at meetings, assisting with correspondence, assisting with negotiations preparation, etc. Acts a key contact for the Human Resource Department and the Executive Director. Coordinates closely with other department support personnel to streamline calendar management, meetings, and special projects. Serves as a liaison between the Executive Director and their staff, as well as others outside the department and organization. Assists with transmitting information and assignments to staff and monitors due dates. Records minutes and distributes as required. Assists with coordinating and/or takes the lead for organizing employee events, programs and activities for the HR Department as required. Completes special projects as assigned. Determines and implements methods and research for completing projects in consideration of overall goal and project results.
COMMUNICATION & CUSTOMER SERVICE
Maintains excellent working relations with the internal and external contacts as representative of the College and the Executive Director. Advises and influences stakeholders on various matters. Collaborates closely with internal administrative support networks and other key Columbus State departments.
Tracks all activities, evaluates effectiveness and makes recommendations for improvement. Completes and maintains required documentation. Keeps accurate records. Maintains confidentiality of personnel files and other sensitive subject matter. Responsible for fulfilling public records requests. Originates and creates data fields, spreadsheet criteria, formulas and report formats. Edits reports requiring the drawing of conclusions and original thought. Develops reporting and record criteria. Manages the routing of forms and paperwork concerning employee, payroll, contract, and other processes. Manages the process for employee college transcripts.
DIVERSITY, EQUITY & INCLUSION
Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.
OTHER DUTIES & RESPONSIBILITIES
Attends all required meetings and trainings.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee regularly sits, but may stand and walk for extended periods of time. Employee converses verbally or manually with others in person and by telephone. Employee occasionally reaches with hands or arms, climbs or balances and stoops, kneels, crouches or crawls. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts or exerts force of up to 10 pounds when moving files, boxes and other materials.
Typical office environment. Regular exposure to moderate noise typical to business offices.
Knowledge, Skills and Abilities:
Knowledge of: Knowledge of: human resource practices, standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats.
Skill in: MS Word, MS Excel and general office applications; excellent verbal and written communication; organization; customer service; conflict resolution; general typing; application of job software including word processing and spreadsheets; proofreading standard business correspondence and other written documents; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages and fractions.
Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; use good judgement; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; excellent listening skills and participant in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently.
Associate’s Degree in Office Administration, Human Resources, or a related field. Three (3) years of administrative support or other related fields within Human Resources. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s). An appropriate combination of education, training, coursework and experience may qualify a candidate.
Preferred Qualifications: Prior experience creating and digitizing documents and worksheets. Comfortable learning new technology and applications.
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