HR Assistant

Salary/Position Classification

• $41,000 - $44,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

This position will assist with various human resources, payroll and office duties, such as recruiting, completing forms, filing, etc. This role will also help coordinate and track the appropriate training needs of the facilities department and work closely with the Office of Safety.
The position may occasionally require extended hours, including evenings and weekends to accommodate Facilities Management’s 24/7 operation.

Duties & Responsibilities

• Human Resources and Payroll Support 
  • Effectively oversee the entire recruitment process for temporary and student positions, from managing paperwork and obtaining necessary approvals to coordinating start dates with supervisors and new staff.
    • Additionally, coordinate temporary and student staffing by posting positions through PageUp, scheduling interviews for supervisors, initiating background checks as needed, and completing all relevant hire paperwork and termination requests.
  • Assist with accurate completion of Job Data Changes, Position Change/Requests, Add/Reduce Pay forms, and Position funding forms, as necessary.
  • Run reports from AssetWorks (AiM) and enter all absences in TLAB for benefited staff.
  • Review hourly employees’ time entries in AiM and make appropriate adjustment as needed.
  • Audit callback hours in AiM to verify accuracy.
  • Assist with creating and updating position descriptions.
  • Assist in maintaining filing to include purging personnel, position, and other files according to retention schedules.
  • Organize and maintain Facilities Human Resources (HR) electronic drive.
  • Assist HR Manager in coordinating the development of departmental policies and procedures.
  • Assist with Facilities events to include Retirement Receptions, Facilities Awards Day, Facilities Picnic, etc.
  • Act as a liaison to Global Safety, duties to include:
    • Act as a liaison between Facilities Management and Global Safety.
    • Enter new staff into roster for random drug and alcohol testing.
    • Set up random drug and alcohol testing when selected by Global Safety.
    • Collect consent forms and run mandatory annual reports.
    • Verify invoice charges.
  • Act as a liaison to Personal Touch, duties to include:
    • Act as a liaison between Facilities Management and Personal Touch.
    • Provide new staff information to Personal Touch to create accounts for uniform ordering.
    • Assist staff with ordering questions.
    • Assist with updating contract yearly.
  • Act as a liaison to WelCore, duties to include:
    • Coordinate and schedule Hepatitis B vaccination clinics with WelCore
    • Coordinate with supervisors within Facilities, Housing, Safety, and others as determined.
    • Maintain and track list of staff. o Send out and collect consent and information forms.
  • Follow all UND and Facilities Management policies and procedures.
  • Participate in monthly scheduled meetings within the Facilities and UND Central HR departments.
  • Assist HR Manager with special projects as assigned.
  • Keep up to date knowledge on SBHE/NDUS and UND HR Policies.
  • Attend monthly HR staff meetings and participate in team building, professional development, etc.
  • Other duties as assigned.
• Training Coordination
  • Set up new hire testing for all Facilities employees.
  • Organize and conduct new hire orientation for all staff, including student or temporary hires.
  • Support new employees in resolving IT and login issue and guide them on how to reach out to the IT department.
  • Complete and organize all required training of UND Facilities Management and departments of the division.
  • Provide refresher courses on tools such as AiM.
  • Assist with departmental compliance in the following areas: coordinate and track training, develop and maintain various spreadsheets outside of Vector Solutions.
  • Coordinate and track safety training for students, temporary and full-time staff in conjunction with the Environmental Health and Safety department.
  • In conjunction with the HR Manager, work with the department administrators to identify necessary trainings.
  • Schedule, track and assist with administrative duties for renewal of certifications, licensure, and refresher trainings.
  • Act as a liaison with Environment Training Institute (ETI) to coordinate training and registration.
  • In collaboration with the HR Manager, evaluate opportunities for new training and present training plans to leadership for approval.
  • Coordinate professional development opportunities as needed for Facilities employees.
  • Facilitate training delivery including setting up technology, building and room arrangements and other logistics.
    • Set up and update computers and devices in Facilities training room.

Required Competencies

• Must have demonstrated ability to establish and maintain effective working relationships with associates and others, organize and complete varied and numerous tasks within time constraints and perform tasks with a high level of accuracy
• Requires excellent organizational skills and attention to detail.
• Must have exceptional communication skills, both written and verbal.
• Must be able to work with a diverse workforce.
• Must have excellent interpersonal skills.
• Must have excellent time-management, problem-prevention, and problem-solving skills.
• Must have a willingness to participate in training opportunities.
• Must be able to work independently, as well as in a team environment.
• Must be able to communicate professionally with the public, students, faculty, staff, and co-workers.
• Must be able to maintain confidentiality of sensitive information in accordance with Open Records laws.

Minimum Requirements

• Associate degree in human resources, business administration, or related field, OR substitute 3 years’ experience in a professional office setting
• Experience coordinating training.
• Must be proficient in Microsoft Word, Outlook, and Excel
• Valid Driver's License
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Two years professional experience working directly with human resources
• One-year environmental safety experience
• Experience with PeopleSoft
• Experience with UND policies and procedures