HR Executive Officer at the Human Resources Department

Job Title: HR Executive Officer
Department: Human Resources Department
Grade: Above Grade 12

Basic Functions: Provides high-level administrative support to the Director of Human Resources, including calendar management; drafting, proofreading, and editing correspondence; preparing and validating reports, statistics, and presentations; coordinating meetings and materials; preparing and distributing minutes; following up on action items, correspondence, and emails; responding to or directing inquiries; facilitating projects through completion; coordinating internal staff communications; assisting with budget preparation and expenditure monitoring; updating manuals, policies, and procedures; and completing specialized projects as requested by the Director.

1. Duties Performed:

• Provides high level administrative support to the Director of Human Resources.
• Maintains the Director’s calendar and schedules meetings as needed. Ensures the Director is fully supported for all meetings. Prepares and distributes minutes of meetings whenever needed. Ensures prompt follow-up and tracking of action items, next steps and team deliverables.
• Independently screens and prioritizes inquiries, correspondence and telephone calls, routing or preparing draft responses as appropriate, making independent judgments and using discretion to determine appropriate response based on established policies and procedures. Prioritizes requests, maintains a control system, and follows-up to ensure timely response.
• Prepares and distributes HR announcements and communications, ensuring proper formatting, accuracy, and professional presentation.
• Schedules and follows through on multiple projects in a timely manner. Tracks project deadlines to ensure execution of promised deliverables. Regularly reports status of projects to the Director and makes recommendations for improvements.
• Researches and provides background information or specialized reports to the Director in support of the work of the Department. Gathers, evaluates, and analyzes information to assist with decision making processes.
• Assists with preparing necessary documentation related to legal cases that are brought to the attention of HR. Coordinates with legal counsel as needed.
• Maintains and analyzes HR metrics/KPIs as directed by HR Director.
• Assists the Director in preparing the budget and in monitoring budget expenditures. Processes departmental requests on Oracle as needed.
• Assists the Director in compiling information and preparing interim and annual reports.
• Assists the Director in updating policies, procedures, and manuals. Coordinates with related parties as requested.
• Reviews current processes and makes recommendations for changes to improve operational effectiveness and efficiency. Identifies potential areas of compliance vulnerability and recommends improvement opportunities accordingly.
• Ensures the accuracy, completeness, and confidentiality of the departmental general files.

• Performs other related duties as requested by the Director.

2. Work Contacts:

Regular contact with work associates, faculty, staff, and senior administrators.

3. Independence of Operation:

Reports to the Director of Human Resources.

Works according to established policies, procedures, and professional standards. Completed work may be checked from time to time.

4. Supervisory Responsibility:

May give work direction to assigned administrative staff.

5. Physical Effort:

Minimal.

6. Work Conditions:

Clean and pleasant.

7. Minimum Requirements:

• Bachelor’s degree in business administration, human resources, or a related field with 5 years of progressively responsible experience in administrative management and support for a complex organization and/or executive support. HR Certification is a plus.
• Demonstrated ability to handle sensitive situations and highly confidential information with tact, discretion and diplomacy.
• Strong organizational and coordination skills.
• Demonstrated skills in writing, proofreading, and communications.
• Ability to collect data and write complex reports in a professional manner.
• Strong interpersonal skills and the ability to deal effectively and professionally with diverse campus constituencies including faculty, senior administrators, and staff, and to address sensitive inquiries.
• Strong customer service orientation.
• Ability to work independently, manage priorities, handle multiple projects, problem solve and exercise good judgement in a dynamic environment. Takes responsibility and initiative to set and meet goals, objectives and obligations.
• Proficient in using computers, including Microsoft Word, Excel, and PowerPoint, as well as email, online meeting platforms, and the Internet. Knowledge of Oracle is a plus.
• Knowledge of standard office administrative practices and procedures.
• Excellent English and Arabic written and verbal communication skills.