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Administrative Assistant

Milwaukee School of Engineering (MSOE)
In addition to being located in the heart of downtown Milwaukee, MSOE offers a competitive compensation package including base pay; PTO; 13 paid staff holidays per year; medical, dental, vision, disability, and life insurance plans; 403(b) retirement plan
vision insurance, parental leave, paid time off, paid holidays, 403(b), retirement plan, remote work
United States, Wisconsin, Milwaukee
1025 North Broadway (Show on map)
Aug 22, 2025
Who We Are Milwaukee School of Engineering (MSOE) is an academic institution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. The university offers Bachelor's and Master's degrees in engineering, computer science, machine learning, user experience, construction management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big opportunities and small enough for personal attention. A Small University Dedicated to Achieving Big Things MSOE is a supportive environment where everyone is valued. Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE's top priority is serving our students. By joining our community, you are building the leaders of tomorrow. Our Mission MSOE is the university of choice for those seeking an inclusive community of experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration, excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. Under the leadership of Dr. John Walz, MSOE has embarked on an ambitious strategic plan, Extraordinary Together, that propels the institution forward. At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual. Summary MSOE invites applications for a full-time Administrative Assistant to join our Human Resources team. The Administrative Assistant, reporting directly to the Director of Human Resources, assists and provides support to the Human Resources Department in a variety of activities related to the recruiting, onboarding, payroll, training, and administrative functions of the Human Resources Department. Also provides support related to all Human Resource practices, policies, procedures, and programs. Essential Job Functions Provide frontline customer service for those that call or walk in. Monitor HR email box; including replying to inquiries, forwarding when appropriate, and employment verifications. Administration of the student employment program - maintain requests, web postings, entering student employees into the payroll and timekeeping system as well as track numbers of student employees. Maintain holidays and process closed weeks and ticketing for the timekeeping system. Enter new hire W-4, W-T4, direct deposit, etc. into ERP system. Data entry of insurance enrollments and changes. Prep exit discussion forms, schedule exit meetings, and send electronic exit surveys. Write In Memoriam emails and order flowers or tributes when appropriate. Prepare and distribute monthly HR email newsletter Maintain HR department employee records and files. File employment and HR documents. Maintain student employee titles and faculty and staff work locations. Perform annual I-9 audit. Complete day-to-day workers compensation duties and unemployment compensation requests. Complete OSHA 300 and OSHA 301 logs. Distribute and collect Conflict of Interest forms. Support HR staff as needed. Other Duties and Responsibilities Work with HR Staff in the administration and coordination of in person employee trainings for new hires as well as ongoing training for current employees. Assist with drivers checks and background checks as needed. Assist with preparing onboarding binders and materials. Catering support as needed for HR events. Follow up on work from home requests at end of trial period. Assist with other tasks as assigned by the Director and Associate Director. This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time. Qualifications An Associate's degree is required, Bachelor's degree preferred. Skills and Abilities Ability to multi-task, work under pressure and meet deadlines. Ability to keep complex records and assemble and organize data. Ability to maintain effective working relationships and function as a team player. Excellent organizational skills and strong attention to detail. Strong customer service skills and focus with the ability to see issues through resolution. PC proficient with MS Office products including MS Excel for reporting and analysis. Ability to deal sensitively with confidential data and use sound judgment is a must. Must be highly motivated and self-directed. Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively communicate in both written and oral form. Ability to use numbers to solve problems involving concrete variables in standardized situations. Ability to carry out written and oral instructions. Ability to solve problems and utilize critical thinking. Physical Demands While performing the duties of this job the employee is largely sedentary, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas on campus. Work Environment This job operates in a professional office environment. This role uses standard office equipment, including but not limited to computers, phones, photocopiers, and filing cabinets. Why Join MSOE? At MSOE, we invest in our employees' professional and personal growth. MSOE offers competitive, fully comprehensive benefit plans to all full-time employees including medical, dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family members. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOE is just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping. To view more detailed information about MSOE, please visit www.msoe.edu/hr. The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. It is the policy of MSOE to provide equal employment opportunity to all individuals regardless of their race, ethnicity, color, creed, religion, sex, age, national origin, physical or mental disability, military and veteran status, sexual orientation, gender identity, genetic characteristics, marital status or any other characteristic protected by local, state or federal law. This policy applies to all jobs at the University and to all the terms, benefits, and conditions of employment/enrollment. Job Code: 222