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Human Resources Generalist (Staff Assistant)
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General Responsibilities
The Human Resources Generalist provides comprehensive and confidential administrative support to the Human Resources and Payroll/Benefits departments. This role ensures efficient operations, effective communication, and compliance with institutional, state, and federal requirements. The Generalist also serves as a key liaison across departments, supporting recruitment, onboarding, employee relations, recordkeeping, and organizational communication.
Essential Duties and Responsibilities
- Provides administrative support to the Human Resources and Payroll/Benefits departments to ensure smooth and efficient daily operations.
- Greets visitors to the Executive Suites and responds to general inquiries from faculty, staff, cadets, and external guests.
- Monitors the HR email inbox, maintains department calendars, and responds promptly to general inquiries via phone and email, ensuring timely and professional communication.
- Updates and maintains HR information resources, including but not limited to: HR website, employee handbook, and internal forms, ensuring accuracy and accessibility.
- Prepares and distributes HR-related communications, including policy updates, announcements, reminders, and newsletters.
- Assigns and tracks mandatory employee training, ensuring timely completion and compliance.
- Manages part-time employee contracts and onboarding, ensuring accuracy, compliance, and timely completion.
- Manages employee leave programs, including processing requests, maintaining documentation, and ensuring compliance with applicable policies and laws.
- Manages the evaluation process for Academy employees, ensuring deadline compliance and completion.
- Takes and distributes minutes and meeting notes for HR meetings.
- Updates the HR website, forms, and employee handbook to ensure accuracy and accessibility of HR resources.
- Handles confidential information in compliance with Academy policy, state, and federal law.
- Creates confidential reports and documents for the Board of Trustees.
- Assists with organizing and supporting employee engagement activities, recognition programs, and HR-sponsored events to promote a positive workplace culture.
- Assists with processing SORI/CORI and I-9 documentation to ensure compliance with employment eligibility and background check requirements, as needed.
- Assists HR and Payroll/Benefits by scanning, organizing, and filing employee records and documents to maintain accurate and accessible files, as needed.
- Assists the Director of HR with all phases of the employee lifecycle including recruitment, search and hiring, onboarding, and offboarding.
- All other duties, as assigned
Qualifications and Requirements
- Bachelor’s degree
- 2+ years of experience in Human Resources or related field
- Working knowledge of employment laws and regulations
- Experience supporting multiple HR functions
- Proficiency with Microsoft Office Suite and HR information systems
- Strong interpersonal and communication skills
- Ability to handle sensitive information confidentially.
- Ability to collaborate effectively with employees at all levels of the organization
- Demonstrated ability to organize, prioritize, and manage multiple tasks in a fast-paced environment.
Preferred Qualifications
- Master’s Degree in Human Resources or SHRM/ PHR certification.
- 3-5 years of progressively responsible experience in Human Resources
- Demonstrate proven administrative support at the executive level
- Prior experience in a higher education setting
Salary
How to Apply
Please submit the following documents: cover letter, resume, MMA application, and contact information of five (5) professional references. The MMA application form is located on the employment opportunities under Human Resources on the MMA website: www.maritime.edu. Application materials may be saved, attached, and sent electronically to hr@maritime.edu. Alternatively, submit application materials by USPS to: Human Resources Department, Massachusetts Maritime Academy, 101 Academy Drive, Buzzards Bay, MA 02532. Finalist must complete a pre-employment drug screening and background check.
Massachusetts Maritime Academy is an Equal Opportunity Employer.
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