Senior Administrative Assistant

Purpose of the Position:

The Senior Administrative Assistant (F&O Human Resources) serves as the primary human resources liaison for Facilities & Operations, aligning HR strategies with department goals. This role provides managerial and administrative department support for the entire employee life cycle including recruitment, training, performance management, and policy administration, ensuring operational efficiency and compliance in collaboration with UAH Human Resources.

Duties/Responsibilities:

TALENT ACQUISITION & MANAGEMENT:
• Coordinates the talent acquisition process for Facilities & Operations, including developing job descriptions, placing advertisements, and participating in recruitment events.
• Supports hiring managers in implementing effective recruitment strategies, including creating interview guides, pre-screening applicants, scheduling interviews, record-keeping, and using best practices for inclusive and equitable selection.
• Collaborates with HR Talent Management Team and HR Business Partner to identify strategies for social media, online, and in-person recruitment to meet business objectives and attract top talent.
• Manage the day-to-day departmental PageUp applicant management system in support of an efficient and effective process from initial recruitment to completion.

EMPLOYEE ADMNISTRATION & RELATIONS:
• Coordinates the completion of all departmental steps for employee onboarding, offboarding, and re-evaluations.
• Creates and maintains confidential, departmental digital personnel files and manages digital electronic personnel action forms (ePAFs). Maintains an accurate record of departmental positions, salaries, and staffing levels, in collaboration with UAH Human Resources.
• Serve as the departmental point of contact for employees’ HR-related questions, including referring them to the appropriate university resources.
• Coordinates staff equity reviews and market studies at the direction of Facilities and Operations leadership and in collaboration with UAH Human Resources.
• Coordinates the completion of performance and probationary evaluations for department staff. Assists directors with personnel issues, investigating and identifying appropriate training or disciplinary action and prepare disciplinary and appeal response letters as needed.

HUMAN RESOURCES MANAGEMENT:
• Coordinates with Facilities & Operations leadership and UAH Human Resources to develop and implement HR programs and initiatives related to talent acquisition, training and development, compensation and benefits, and employee engagement
ensuring alignment with department goals.
• Serves as the primary point of contact for HR-related matters with other University departments, including Human Resources, Payroll Services, Procurement, Budget Office, Payroll Services, Office of Risk Management and Compliance, Office of Environmental Health & Safety, Office of Information Technology, etc.
• Lead the bi-weekly Facilities & Operations Workplace Program Administrator-HR Business Partner meeting, setting the agenda and driving key discussions.

TRAINING & DEVELOPMENT:
• Facilitates new employee department orientation and assists directors in identifying, developing, and coordinating departmental compliance and safety programs. Negotiates shared training materials with other departments, organizations, and universities.
• Coordinates with directors and external vendors to develop and maintain a departmental safety program. Manages the training tracking system to ensure compliance and monitor employee progress on required safety certificates and professional development courses.
• Provides a monthly training report to the Office of Environmental Health & Safety (OEHS) to track completion of required training.
• Coordinates special events related to department training and/or employee appreciation.

COMMUNICATION & OPERATIONS:
• Manage updates to the F&O website and communicate departmental success stories and news to the campus.
• Supports department staff in applying UAH policies related to HR payroll, HR, travel, and On-the Job Injuries (OJIs). Develops and formalizes related departmental procedures at the direction of Facilities and Operations leadership and in collaboration with UAH Human Resources.
• Schedules meetings for the Chief Facilities Officer with campus administration and/or external parties.
• Supports the Chief Facilities Officer on special projects.
• Purchases departmental office supplies, publication subscriptions, travel, & training using a P-Card or purchase orders.
• Provides notarial services, adhering to all related state and federal regulations.

Minimum Requirements:

• Bachelor’s degree or an equivalent combination of education and years of experience.
• 5-7 years of verifiable, full-time, related work experience.
• Proficient in MS Office, Adobe, Excel, and Word and Google Office Suite with a demonstrated ability to quickly learn and effectively navigate new online systems and databases.
• Possess a proactive and problem-solving attitude with the ability to anticipate department needs and develop and improve department processes.
• Detail oriented, dependable, self-starter with the ability to work under pressure, manage multiple work assignments, track project timelines, manage documentation for multiple projects simultaneously, and meet deadlines while working independently all while making decisions within a complex environment.
• Excellent verbal and written communication skills with the ability to effectively communicate information with a wide range of people.
• Excellent customer service, mediation, and problem resolution skills.
• Ability to work with sensitive and confidential information.
• Experience with a financial software or enterprise resource planning system, such as Banner.
• This employee will be a regular driver as defined in the UAH Vehicle Safety Management Program, which includes, but is not limited to, possessing a valid driver’s license and maintaining an acceptable MVR in the judgment of the University’s insurance company.

Desired Qualifications:

• • Prior experience in ProCore (project management), or related software applications, is preferred as it directly relates to the project tracking and documentation needs of our department.
• • Prior experience in PageUp (talent management), or similar applications, is preferred.
• • Knowledge of policies and procedures, especially as related to human resources, employee safety, and training is preferred.

Published Salary (if available):

$55,000 - $59,133