Reporting to the Associate Vice President of Human Resources, the Human Resources Assistant provides essential administrative and operational support to the Human Resources department, helping to ensure efficient and compliant HR processes across the University. The Human Resources Assistant helps foster a positive employee experience by delivering timely, professional support while ensuring adherence to company policies, employment regulations, and best practices. This role contributes to departmental effectiveness by ensuring accuracy and compliance.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Essential Duties:
Administrative & Operational Support
- Provide comprehensive administrative support to Human Resources operations and ensure compliance with established policies and procedures.
- Maintain confidential employee information with the highest level of professionalism and discretion.
- Assist with special projects, department initiatives, and process improvement efforts.
Communication & Meeting Coordination
- Utilize Microsoft Teams and Outlook to coordinate meetings, schedule appointments, and facilitate employee communications.
- Support one-on-one meetings, small group meetings, and departmental coordination activities.
- Serve as a point of contact for routine HR inquiries and administrative support.
Unemployment Compensation Administration
- Manage Pennsylvania unemployment compensation claims, including reporting employee separations and responding to agency inquiries.
- Gather, review, and submit required documentation to support claims and appeals.
- Request relief from unemployment benefit charges when applicable.
- Audit monthly unemployment invoices for accuracy and coordinate timely payment processing.
Employee Records & Attendance Management
- Track and maintain attendance records for exempt employees.
- Ensure attendance data is accurate, current, and compliant with University policies.
- Provide attendance-related reports and documentation as requested.
Annual Communications & Compliance Initiatives
- Coordinate and distribute annual HR communications, disclosures, and information requests to departments and stakeholders.
- Collect, track, and maintain required employee acknowledgments and documentation.
- Support University-wide compliance initiatives and annual reporting requirements.
Employee Recognition Programs
- Administer the annual Eckard Awards program from nomination through award presentation.
- Manage all communications related to the awards process.
- Track and organize nominations, compile supporting materials, and provide reports to the Associate Vice President (AVP) and award committee.
- Coordinate award recipient information, recognition materials, and event logistics for the annual Town Hall ceremony.
Survey & HR Systems Administration
- Develop, maintain, and distribute employee surveys using Qualtrics.
- Manage annual compliance and policy acknowledgment surveys, including Conflict of Interest Disclosure, Drug and Alcohol Policy Acknowledgment, etc. and other employee engagement, compliance, and information-gathering surveys.
- Monitor survey completion rates and generate reporting as required.
HR Website & Content Management
- Maintain and update HR webpages to ensure information is accurate, current, and accessible.
- Coordinate updates to policies, forms, resources, and employee communications.
- Partner with departments to ensure consistency of information across HR-related web content.
Accounts Payable & Invoice Processing
- Process and track departmental invoices in accordance with University procedures.
- Verify invoice accuracy and ensure timely submission for payment.
- Maintain records and supporting documentation for audits and budget reviews.
Secondary Responsibilities:
- Provide general support to other HR functions including Talent Management, Classification and Compensation, HRIS and Benefits.
- Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of Human Resources and Widener University.
MINIMUM QUALIFICATIONS (education/training and experience required):
Required:
- High School diploma or equivalent.
- Two (2+) years of experience in a customer-facing support role. An equivalent combination of education and experience may be considered.
- Commitment to accuracy, quality, and attention to detail, with the ability to maintain confidentiality when handling sensitive information.
- Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with diverse stakeholders.
- Strong interpersonal skills and the ability to build positive working relationships across all levels of the University.
- Proficient in Microsoft Office applications, including Word, Excel, Outlook, and other business productivity tools.
- Ability to perform accurate and timely data entry while maintaining a high level of data integrity.
- Knowledge of database applications and administrative business systems, with the ability to quickly learn new software and technologies.
- Ability to work both independently and collaboratively as part of a team in a fast-paced environment.
- Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
- Ability to exercise sound judgment, discretion, and professionalism when dealing with confidential employee and University information.
Preferred:
- Prior Human Resources experience within a higher education environment.
PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:
- Position is based in a standard office environment.
- Ability to remain in a stationary position, either seated or standing, for extended periods.
- Ability to move throughout the office to access files, operate office equipment, and attend meetings and events.
- Ability to occasionally lift, carry, and move materials or equipment weighing up to 25 pounds.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.
Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener’s Flexible Work policy.
Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.
EOE M/F/V/D
