Executive Assistant to the Chief Human Resources Officer @ Jewish Theological Seminary

Executive Assistant to the Chief Human Resources Officer

The Executive Assistant (”EA”) to the Chief Human Resources Officer (“CHRO”) is responsible for a variety of duties and responsibilities in support of the CHRO providing technical and administrative support related to a variety of Human Resources duties. In addition, the EA is responsible for the efficient operation of the Office of Human Resources including interactions with faculty, staff, and students via either telephone, email, or walk-in contacts. This position represents the department to both internal and external constituents.


• Manages calendar for the CHRO
• Coordinates meetings for CHRO with senior management, faculty, staff, students, vendors, governmental agencies, etc.; reserves conference rooms as needed
• Handles physical mail and maintains email inboxes for general human resource related correspondence, employee time sheets, open enrollment, student health insurance enrollment, and other special project related inboxes
• Serves as the primary gatekeeper for the HR office; greets all visitors in a welcoming and gracious manner, escorts visiting guests from the Security desk, and answers main telephone line for Human Resources and answers inquiries or researches for answers to employee questions
• Updates HR databases (e.g., new hires, terminations, vacation and sick leaves, etc.)
• Manages the onboarding process: preparing Personnel Action Forms (“PAFs”), drafting Offer Letters, delivering and receiving back the required pre-employment paperwork and tax forms for newly hired employees; inputs new hires into ADP; enrolling new hires’ in employee benefits or making changes, if appropriate to existing employees’ benefit plans
• Ensures Web Invoices are approved by the CHRO when received
• Runs reports as required for HR
• Assists in the recruitment process: drafting job descriptions, posting jobs on various websites, maintains job postings, screening resumes and applications, setting up interviews for candidates with Department Heads and CHRO, completes degree verifications and reference checking for job applicants
• Creates and maintains Personnel files
• Terminates employees who discontinue their employment, prepares PAFs for terminating employees, and handles unemployment claims
• Tracks all open positions
• Assists with auditors’ requests for information
• Assists CHRO with planning and coordination of various Staff and Faculty events and parties; orders food, secures space for event and requests equipment needed
• Trains new Human Resource employees on tasks as directed
• Help maintain payroll system to ensure accuracy and timeliness of employee information
• Works with Payroll Department to go over outstanding payroll issues
• Records and maintains all student health forms in Jenzabar and completes periodic Aetna upload
• Maintains Columbia Health Records for Students
• Print photo IDs for new staff, students, and faculty.
• Prepares and submits check requests as needed to Accounting
• Orders all supplies for Office
• Forwards resumes to appropriate Department Head upon receipt
• Prepares vouchers and researches credit card charges for the Department
• Maintains ADP Category database; updates Job Codes, Budget Codes and Home Departments
• Prepares Weekly payroll; approves timecards, inputs timesheets, and prepares notices
• Works on ADP cleanup projects as requested by ADP
• Participates in the annual open enrollment process and ensures that all employee enrollment elections are accurate in the HRIS
• Prepares the Semi-Monthly payroll using Payroll notices
• Contacts Department Heads when a PAF for PRF has not yet been submitted for new position
• Perform special projects and other duties assigned by the CHRO

Minimum Requirements:

• Bachelor’s degree required in Human Resources, Business Management, or related field
• Minimum of 4 years of experience in Human Resources
• Must be organized, accurate, thorough, detail oriented, and an excellent problem solver
• Must have excellent customer service skills
• Must have excellent communication (both verbal and written) skills
• Must be able to deal effectively with all levels of staff/management and all types of personalities
• Although we operate on a 4-day a week schedule (Monday through Thursday), the successful candidate must be willing to work on Fridays as

Application Instructions

Job Summary

  • Duration: full-time
  • Benefits: paid vacation, sick leave, parental leave, medical, vision, dental, retirement plans, kosher food option available, Life Insurance
  • Preferred Experience: Entry Level (0-2 years)
  • Preferred Degree: Bachelors
  • Job Posted: 2020-06-22
  • Times this job has been viewed: 477 times
  • Job is posted for: 60 days
  • Job Categories: Administrative Support, Human Resources
  • Organization Type: University
Job Location
Jewish Theological Seminary
3080 Broadway
New York , New York 10027


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