Human Resources Administrative Assistant

About This Role

This role will provide high-level administrative and professional support to the Vice President for Human Resources (VPHR) and the broader Hofstra University Human Resources team. The incumbent will manage budgets, contracts, and confidential personnel matters, contributing to the efficient operation of the HR department.

Responsibilities

• Provide high level administrative support to the VPHR, including managing calls, maintaining calendars, and scheduling meetings
• Prepare, monitor, and manage the budget for the Office of Human Resources, review reports, and recommend budget adjustments
• Administratively support the CHRO, including confidential data/research requests and notetaking during sensitive meetings
• Track and ensure timely processing and reconciliation of all HR related contracts for services
• Manage the HR email inbox and ensure timely response to inquiries
• Provide tier one level support to Hofstra University employees, faculty, and students on HR processes and procedures
• Maintain departmental purchasing card and manage office supply inventory and orders
• Oversee Human Resources office operations, including vendor interaction and internal work order requests
• Plan, coordinate, and implement annual University-wide holiday party, anniversary awards ceremony, and blood drives
• Plan HR departmental team meetings and events, coordinating with events management for reservations and catering
• Interact daily with administrators and leadership at the highest level, handling sensitive and confidential materials and preparing correspondence
• Maintain HR website updates
• Assist with the placing of temporary staff throughout the University, liaising with staffing agencies
• Liaise with the Office of General Counsel on subpoena information requests
• Liaise with external immigration counsel related to work visas and permanent residency applications

Requirements

• Bachelor’s degree, preferably in related field
• Minimum 2 years related work experience, preferably within Human Resources
• Ability to maintain the highest degree of confidentiality and diplomacy at all times
• High level of professionalism
• Customer service driven and flexible attitude
• Proven ability to work in fast paced, deadline driven environment
• Detail oriented
• Capable of working independently with little supervision as well as serve as productive team member
• Strong organizational and project management skills
• Strong interpersonal, diplomacy, communication and listening skills
• Strong organizational and prioritization skills
• Strong computer skills including Microsoft Office products; specifically, Word, Excel, and Outlook
• Passion for excellent customer service and commitment to exceptional quality
• Demonstrated flexibility in meeting operational needs of the University; able to work additional hours as needed

Qualifications

• Bachelor’s degree is required, preferably in related field
• Minimum 2 years related work experience, preferably within Human Resources

Nice to Have

• NYS Notary
• Master’s degree
• Interest and aptitude in the field of Human Resources
• Prior experience in a University setting

Skills

* Required skills