• Full Time
  • New Orleans
  • Applications have closed

Website Loyola University New Orleans

Responsible for providing office management and administrative assistance to the entire Department of Human Resources. This position functions as receptionist and provides assistance to employees, applicants and visitors.  
Examples of Duties
Essential Functions:

Provide cordial, prompt and helpful assistance to applicants, faculty, staff, students and visitors.
Checks all incoming electronic Personnel Notification Forms and process appropriately.
Notifies hiring department or new employee to complete necessary employment paperwork in HR and follows up with department or employee if not completed in a timely manner, utilizing NeoGov Onboard.
Inputs and maintains information on the Colleague system.
Creates new hire and benefits folders.
Prepare accurate, professional and grammatically correct communications including, but not limited to letters, memos, surveys, reports, forms, work orders.
Maintain departmental budgets for Human Resources and monitor on a daily basis to ensure proper accounting using Colleague/LORA Self-Service.
Produce reports for Director of departmental budget accounts on a monthly basis and alert Director to any problem or deficiencies.
Prepare and process departmental expenditures, purchase requests, invoices, work orders, check requests and office supply orders.
Maintain and replenish current inventory of all office supplies and forms and make certain all machines are in working order.
Take initiative to provide timely and consistent follow-up on departmental orders and/or requests and communicate follow-up to appropriate individuals.
Answer departmental telephone lines in a clear and professional manner.
Be familiar with HR Policies and Procedures.  Answer basic questions referring to manual or refer question to appropriate area.
Assist applicants and employees with onboarding and completion of required forms and processes.
Document, sign, and eVerify I-9 documents, utilizing NeoGov Onboard.
Complete termination processes, including emailing required departments, mailing out Separation 77 Forms, and mailing out Exit Interview forms, as needed.
Respond to Separation Information Requests from the state.
Manager verification of employment responses for employees and students including but not limited to forms for employment, housing, SNAP, PLSF, and mortgages.
Coordinates the Annual Staff Service Awards ceremony and reception.
Order refreshments from Loyola Catering for New Employee Orientation and other events.
Post open positions on the DOL and other applicable website where indicated.
Degree verification for new employees, as needed.
 Federal Work Study Program
Coordinates employment forms for new Federal Work Study Program student workers, and close coordination of payroll onboarding with Student Employment in the Career Development Center, utilizing NeoGov Onboard.
Supervise Work Study students assigned to HR.
 Minors on Campus
Coordinate compliance of policy acknowledgements, online training, and background checks with the Director of Risk Management, including emailing participants, program directors, and risk management with requirements and instructions, sending background check information and authorization through HireRight.
Notify the Employment Manager or HR Representative to review any background check discrepancies prior to approval for program participation.
 Additional Responsibilities:Recommend continuous improvements to present work processes.
Make professional, mature and accurate decisions even in the absence of written policy.
Maintain open and regular communications with all staff in the Human Resources Department.
Assist with special projects as assigned.  
Perform additional duties as necessary or as assigned by the HR Director.
Typical Qualifications
Required Education, Experience, Skills and Abilities:  

High School diploma or GED.
Minimum three (3) years prior administrative support experience.
Able to troubleshoot and utilize office machines – e.g. photocopier, fax, printers, scanners, etc.
Proficient in MS Word, Excel. Preferred experience in Colleague HR, Colleague Financial Management and NeoGov.
Excellent written and verbal communication skills required.  
Ability to edit, design and proofread material including, but not limited to forms, job descriptions, reports, memos, policies, surveys and handbooks.
MUST maintain confidentiality of all HR matters.
Ability to perform multiple duties simultaneously and accurately.
Ability to exercise initiative and professional judgment even in the absence of policy.
Ability to be congenial, tactful and courteous with individuals, even when times of stress or excessive workload prevail.
Excellent telephone skills.  Ability to speak in a clear, distinct and professional manner.
Must be able to promote a student-centered campus culture and reinforce teamwork within the University.

Additional Desirable Qualifications           PowerPoint, Google Suite
College degree
Prior experience in Human Resources highly preferred
Ability to complete above duties with or without reasonable accommodations.
In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an annual security report.  That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police.  University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described.  Campus crime statistics as defined under this law for the last three calendar years are included.  A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department. 

Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran’s status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.