Essential Functions: Job PurposeProvide executive-level assistance to the Associate Vice President and Chief Human Resources Officer. Support the productivity and effectiveness of the executive and their team leaders. Support the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring judgement, discretion and accuracy. The team leaders consist of the HR Operations Directors, Compensation Director, Benefits Director, HR Informatics Director, Payroll Director, and the Employee and Labor Relations Director. Proactively anticipate needs and drive improvements to build capacity for the team. Ensure that the day-to-day assigned operations are run both smoothly and efficiently. Reports to Associate Vice President of Human ResourcesPerform fiscal management tasks related to contract management, purchase requisitions, internal requisition billings, ordering supplies, procurement card usage, accounting, and reporting, travel management, and consolidated budget versus actual analysis for the HR division. Perform these tasks using the University's administrative systems (i.e., Banner, WayneBuy, Concur, and pcard). Serve as the liaison for facility and IT needs for the HR suite.Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Coordinate and organize meetings and other events, including large events and off-campus events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work. Prepare itineraries, agenda packets and travel arrangements. Create and maintain travel folders from start to finish of event. Prepare and monitor the status and progress of various performance metrics and key deliverables established by the AVP to include, but not limited to, incoming requests for problem resolution, requests for HR data, departmental and/or team projects, timelines, staffing levels, cycle times, and other reporting as needed. Track and help drive completion of key deliverables and follow up on outstanding items. Prepare status reports for the AVP and team leaders on a regular basis. Assists with conducting training sessions for New Hire Orientation, Employee Recognition, and other HR events. Evaluate the effectiveness of the training program. Manage operational processes related to new hire orientation (e.g. orientation schedule, conducting train-the-trainer sessions, facilitate orientation sessions, gather feedback and implement improvements etc.)Manage the day-to-day office functions including coordinating personnel actions and developing policies, procedures and business office processes to improve overall operational performance. Oversee and manage space planning and allocation. Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Screen/triage telephone calls and visitors.Prepare memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information. Manage physical and electronic reference system to provide historical accuracy and to promote collaboration with the executive and their team. Manage correspondence and communication (verbal, written, and e-mail) taking appropriate action when possible; clarify and organize required action on behalf of the CHRO.Special project work as specified. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks, participating in professional organizations. Other duties as assigned. Perform other duties as assigned.
Qualifications: Education Bachelor's degreeBachelor's degree in business administration or a related discipline, or an equivalent combination of education and experience.Experience Specialist (minimum 5 years of job-related experience)Minimum 5 years job related experience, including demonstrated ability to provide administrative support at the executive level and experience in program coordination or office management roles. Prior experience in higher education preferred.Knowledge, Skills and AbilitiesStrong interpersonal skills and proven ability to build collaborative relationships. Strong ethical values with exemplary level of integrity and confidentiality. Effective written and verbal communication skills. Ability to exercise initiative, diplomacy, discretion and confidentiality with a positive, service-oriented attitude. Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines. Ability to think proactively and prioritize work. Ability to exercise judgement with incomplete information. High-level computer skill proficiency and demonstrated ability to advance technical skills. Extensive proficiency with Microsoft Office Suite, Word and Excel. Ability to create presentations with Power Point or equivalent software. Strong presentation skills are preferred. Comfort with and ability to adapt in a changing technical environment.
Internal Number: 76_207709
About Wayne State University
Founded in 1868, Wayne State University is a nationally recognized metropolitan research institution offering more than 400 academic programs through 13 schools and colleges to nearly 32,000 students. Wayne State?s main campus in Midtown Detroit comprises 100 buildings over nearly 200 acres; its five extension centers offer higher education to people throughout Southeast Michigan. Wayne State is dedicated to preparing students to excel by combining the academic excellence of a major research university with the practical experience of an institution that by its history, location and diversity represents a microcosm of the world we live in. Reflecting its location and the excellent international reputation of its graduate schools, particularly in the sciences, Wayne State boasts the most diverse student body among Michigan?s public universities. Its students represent 49 U.S. states and more than 60 countries.