Human Resources Assistant
American Film Institute
Los Angeles, CAThis was removed by the employer on 6/29/2018 12:18:00 PM PST
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Full Time Job
PRINCIPAL RESPONSIBILITIES:
The Human Resources Assistant is responsible for providing a wide variety of clerical and administrative support services for the Director, Human Resources and the entire the Human Resources team. This includes matters pertaining to (1) maintenance of employment records; (2) recruitment and staffing processes, (3) timesheet administration; (4) parking notifications; and (5) information reporting to the Director and Senior Manager. The position requires independent judgement and action in dealing with staff, management, faculty, Fellows, and external contacts on a variety of matters, and must maintain a high level of confidentiality in the performance of all duties.
PRINCIPAL DUTIES:
• Act as a primary liaison for routine HR matters and answers a variety of employment related queries and other related questions verbally or in writing and provides guidance on HR processes and procedures.
• Provide all core administrative functions to the Director, Human Resources and the Human Resources team.
• Manage the schedules of the Director, Senior Manager and Generalist, Human Resources.
• Generate, produce and distribute forms, i.e. PA's, EPRs, new hire paperwork, and all other HR forms, ensuring accuracy and timeliness.
• Review and verify staffing data with payroll for all types of changes in employment status.
• Compile information and generate reports as requested.
• Generate and prepare complex documents, update staffing list and maintain personnel data, including reports and confidential correspondence.
• Liaise with the Payroll department with respect to employees' status changes and leave of absence to facilitate correct payroll processing.
• Support recruitment and selection efforts by reviewing staff request for initiating and coordinating recruitment files, tracking applicants, and arranging candidate interviews.
• Update and maintain department master calendar.
• Answer departmental phones and route to the appropriate person.
• Maintain departmental filing system, ensuring a high degree of accuracy and organization.
• Process expenditure invoices, purchase orders, expense reports, ensuring accuracy and alignment with budget.
• Create and maintain a tracking file for the ordering of all office supplies for the department.
• Provide logistical support for the Employee Performance Review (EPR) process, which includes the receipt and tracking of EPRs and job descriptions.
• Maintain, update and distribute the personnel directory, benefits contact sheets and all other distribution materials in a timely manner.
• Update the AFI Intranet and AFI Organizational Charts as necessary.
• Proactively update and maintain the Human Resources forms inventory, including benefit collateral material.
• Distribute bi-weekly timecard email reminders for the Los Angeles, Maryland and DC offices.
• Create a tracking file and complete all employment verifications
• Assist with the New Hire Orientation by preparing Employee Handbooks for all new hires.
• Assist the HR Generalist with processing Workers' Compensation and unemployment claims.
• Provide relief coverage for the Campus Information Officer (Switchboard Operator) and Assistant to the President & CEO when needed.
• Performs other duties and assignments as needed.
EXPERIENCE/SKILLS REQUIRED:
• Bachelor's degree required.
• Minimum two years recent and relevant experience in Human Resources, with a thorough working knowledge of Human Resources practices and principles.
• Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriate follow-up and reporting activities while not losing sight of the big picture.
• Ability to work independently while being an integral member of a high-functioning team.
• Proven project management skills with the ability to take a project from conception through completion with minimal supervision.
• Excellent oral and written communication skills with the ability to convey complex concepts and procedures in simplistic terms.
• Strong time management, organizational and multi-tasking skills.
• Strong diplomacy skills and professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion.
• Excellent computer skills with expertise in the MS Office Suite for a Macintosh environment.
• Possess a positive and professional attitude with the ability to work as a member of a high-energy, results oriented team.
• Personal integrity with the ability to inspire confidence and trust.
• Demonstrated knowledge and experience in the film and television community is desired.
• Ability to negotiate challenging situations and personalities in a professional manner.
• Ability to work calmly under pressure.
• Personal integrity with the ability to inspire confidence and trust.