HR Assistant

Department: Col of Humanities and Soc Science

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of Finance and Human Resources assists the Dean in managing the College of Humanities and Social Sciences (CHSS) budget of approximately $70 million and hiring temporary and permanent faculty and staff. It serves as liaison between the central offices (Budget, Fiscal Services, Financial Aid, Human Resources, Provost Office) and the College departments and programs.

About the Position:

The purpose of this position is to act as leading staff for the College in graduate student hiring administration (GA, GTA, and GL). The incumbent is the College expert on Graduate Assistant (GA) contracts, assignments and related benefits, and ensures compliance with University policy related to graduate assistantships and lectureships. This position works closely with central offices such as Human Resources, Financial Aid, Provost Office, and with staff in the CHSS departments and centers, to coordinate and ensure that all procedures are within University compliance standards and as efficient as possible. The position also trains new staff hires on graduate hiring administration processes.

Responsibilities:

Graduate Assistant Hiring:

• Hiring administration for GA positions;
• Assist in ensuring GA hires complete necessary onboarding steps, including background investigations;
• Understand and communicate GA hiring policy changes to departments;
• Provide training on GA hiring processes, eligibility requirements, and hiring uploads. Develop training guidelines and materials for these processes as needed;
• Determine eligibility of GA assignments for SGHI, to include auditing of final list for accuracy; compiles, verifies, and submits health benefits eligibility/ineligibility lists and waiver exemptions for GAs from units to the Office of Financial Aid; work with units and the Office of the Provost to correct any errors;
• Draft SGHI open enrollment materials, announcements and spreadsheets, including eligibility instructions, deadlines, and procedures; reconciliation of SGHI eligibility with data submission; and
• Manage tuition waiver/out-of-state tuition discount processes for eligibility compliance, data review, and submission to central offices.

Lead Temporary Hiring:

• Process of GTA, GRA, and GL hiring actions;
• Assist as needed in preparation for upload cycle: creating/editing materials and announcements, editing and review of contract templates;
• Assist as needed in the preparation, review, and approval of upload files for HR submission;
• Assist in processing of student wage and non-student wage hiring/termination actions during peak periods; and
• Work with Human Resources, Provost Office, Financial Aid, OIPS and other departments as needed to complete tasks assigned.

Records Maintenance:

• Conduct a thorough review of employee records to identify employees missing or outdated position descriptions, and generate a report of actions needed;
• Conduct an annual audit of employee records to identify employees with position descriptions that have not been updated within five years, and generate a report;
• Maintain an up to date record of all new classified staff, and track upcoming deadlines for 6-month and 1-year progress reviews; maintain an up to date record of all new non-probationary staff and A/P faculty, and track upcoming 6-month and 1-year work anniversaries;
• Maintain record of employee work anniversaries, and alert HR team of upcoming anniversary dates; and
• Assist in the creation of electronic personnel files and records.

Communications:

• Support HR Director as needed in annual and midcycle performance evaluation process;
• Assist in monitoring of the CHSS HR inbox;
• Support employee offboarding process including distribution of electronic exit survey links and generating survey data reports on a quarterly basis; and
• Support ensuring employee compliance with annual training requirements as needed.

HR Actions:

• Assist in processing employee degree and certification bonus requests;
• Assist in retrieval of personnel data from university systems and generating data reports as needed;
• Maintain a working knowledge of university programs, processes, and procedures including, but not limited to, Banner, MicroStrategy, BTS, and more; and
• Provide training to new employees on graduate hiring systems, processes, and procedures, ensuring they are equipped to navigate and utilize resources effectively.

Project Management:

• Provide support in planning and coordination of the annual CHSS staff and A/P faculty reward and recognition program;
• Support employee onboarding by tracking action items for the Dean's office staff, supervisor, and HR team; and
• Assist in development of online HR resources for the CHSS website.

Other Duties:

• Support with other duties, special projects, and initiatives as assigned.

Required Qualifications:

• Associates degree or equivalent;
• Demonstrated professional experience focused on administrative tasks (typically at least 2+ years);
• Knowledge of office procedures and current technology including MS Office, Outlook and web-based applications necessary to carry out the duties of the position;
• Excellent customer service, organizational, and communication skills;
• Exhibit strong attention to detail;
• Demonstrated ability to work independently and as a collaborative team-player;
• Ability to handle sensitive and/or confidential information;
• Ability to prioritize work;
• Ability to multitask and remain flexible; and
• Ability to take initiative.

Preferred Qualifications:

• Experience working in higher education;
• Prior graduate student hiring experience;
• Ability and willingness to be flexible with varied work assignments;
• Strong interpersonal and organizational skills with excellent verbal and written communication skills; and
• Prior customer service experience.

Instructions to Applicants:

For full consideration, applicants must apply for the HR Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date: February 11, 2025

For Full Consideration, Apply by: February 26, 2025

Open Until Filled: Yes