Administrative Assistant - Human Resources

About the Role

As an Administrative Assistant in the Human Resources (HR) Department, you will provide general administrative staff support and assist with HR program and events. You will provide administrative support functions requiring use of software solutions, interpretation of established policies and procedures, and management of both internal and external resources. You will provide recommendations for department administrative processes and systems improvements. You will also serve as one of the leads for department-wide responsibilities such as pcards, invoicing, budget, and technology. You will support HR teams, projects, programs and events by scheduling meetings, managing calendars, coordinating venues, logistics, catering, and ensuring event/meeting materials are prepared. You will manage records by creating and maintaining employee personnel files throughout their life‑cycle. You will serve as a Corporate/Purchase Card (P‑Card) user to purchase routine and non‑routine items, ensure receipt of goods and services, coordinate returns when necessary, reconcile receipts and invoices, and work with vendors to resolve discrepancies. You will assist with Public Disclosure Requests and personnel file requests, and provide complex contracting support by proofreading documents, ensuring policy compliance, submitting purchase requisitions, and preparing invoices for payment. You will perform budget responsibilities, including inputting, monitoring, reporting, preparing, and making recommendations for the annual department budget. You will act as backup for the department time administrator, ensuring accurate and timely processing per guidelines, and serve as one of the department’s SharePoint administrators, creating sites, editing pages and permissions, and building lists and workflows in Power Apps. You will support and oversee the onboarding and offboarding of personnel in accordance with Port policies. • Provide administrative support for HR programs, events, and departmental operations. • Manage calendars, schedule meetings, coordinate venues, logistics, catering, and prepare materials. • Maintain employee personnel files throughout their lifecycle. • Act as P‑Card user, process purchases, reconcile receipts, and resolve vendor discrepancies. • Assist with public disclosure and personnel file requests. • Proofread contracts, ensure policy compliance, submit requisitions, and prepare invoices. • Input, monitor, report, and recommend adjustments for the annual department budget. • Serve as backup time administrator to ensure accurate time processing. • Administer SharePoint sites, pages, permissions, lists, and Power Apps workflows. • Oversee onboarding and offboarding processes per Port policies.

Key Responsibilities

• ▸p‑card
• ▸budget management
• ▸sharepoint admin
• ▸onboarding
• ▸event coordination
• ▸time administration

What You Bring

The role requires at least two years of experience providing administrative support to department leaders or teams, including calendaring, travel arrangements, purchasing, budget management, and onboarding of new employees. Candidates must demonstrate a commitment to equity, advanced technical skills in Microsoft Office and SharePoint, strong organization and time‑management abilities, excellent communication skills, collaborative attitude, and keen attention to detail. • Minimum two years of administrative support experience with calendaring, travel, purchasing, budget, and onboarding. • Demonstrated commitment to equity and inclusive practices. • Advanced proficiency in Microsoft Office and SharePoint. • Strong organization, time‑management, and prioritization skills. • Excellent written, verbal, and listening communication abilities. • Ability to collaborate with diverse stakeholders and deliver customer service.

Requirements

• ▸2‑year admin
• ▸equity
• ▸microsoft office
• ▸sharepoint
• ▸time management
• ▸communication

Work Environment

Onsite