Human Resources Administrative Assistant

Overview Title: Human Resources Administrative Assistant State Role Title: Admin and Office Spec II Hiring Range: Pay Band 2 Pay Band: 2 Agency: Virginia Military Institute Location: VMI HUMAN RESOURCES OFFICE Agency Website: www.vmi.edu Recruitment Type: General Public - G Responsibilities Serve as the Administrative Assistant to the Director of Human Resources. Answer phones, greet visitors, and forward them to the proper person. Review emails in the Human Resources mailbox and disseminate them to the proper person in the office, including Freedom of Information Act requests, Loan Forgiveness, and employment verification. Maintain and update both physical and digital filing systems and databases, including active, inactive, HIPAA, and all personnel files. Complete paperwork for all new employees (full-time, part-time, cadets), including entering data into the Colleague system and into E-Verify to confirm eligibility to work in the US; prepare packets for full-time Classified and A/P employees. Process all paperwork for immigration orders for non-resident employees. Minimum Qualifications Experience in a high-traffic office environment. Excellent communications skills (oral, written, and listening). Ability to multitask and proficiency in computer use, particularly with Microsoft Word and Excel. Ability to learn new software programs; professional phone and email etiquette is essential. Willingness to learn and cross-train in various tasks. Additional Considerations Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace) and office hardware. Strong multi-tasking and time-management abilities. Welcoming demeanor, patience, and a problem-solving mindset. Intermediate proficiency in PowerPoint and Canva; knowledge of HIPAA regulations, immigration laws, and E-Verify. Special Instructions You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position. Contact Information Name: Human Resources Phone: 540-464-7322 Email: hroffice@vmi.edu In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation to DARS/DBVI to obtain their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019. Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022 and February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process. J-18808-Ljbffr