Utah Nonprofit Housing Corporation (UNPHC) i _ s Utah's largest non-profit developer, owner, and manager of affordable housing for low and very low-income individuals and families. UNPHC is both a 501(c)(3) tax-exempt organization and a Community Housing Development Organization (CHDO). All employees must be aware of the physical condition of the property and be mindful of conditions requiring both immediate and long-term attention._

Job Summary:

The Administrative Assistant role encompasses responsibilities directed by the Executive Management Team (EMT) and Regional Management Team (RMT) providing support to ensure the smooth daily operations at the corporate office. This position supports the EMT with talent acquisition, employee relations, training and development, compensation and benefits coordination, compliance, organizational development, and safety and training programs as well as providing other communications internally to ensure a daily operation of the corporate office.

Qualifications

Education and Experience

Must have a minimum of 2-3 years of administrative assistance or clerical experience and a high school diploma or equivalent.

Skills and Knowledge

• Exhibits strong organizational and time management skills, attention to detail, and excellent written and verbal communication, and a customer service mindset.
• Has proven capacity to foster collaborative working relationships ethically and confidentially.
• Conveys a general understanding of administrative record keeping, clerical support, and can ensure smooth daily operation of an office.
• Familiar with Microsoft Office Suite, particularly Excel and Word. Familiarity with payroll systems, HRIS systems and timekeeping tools is a plus.
• Demonstrates an ability to handle sensitive situations using discretion and sound judgment, exercising strong analytical and problem-solving skills with staff, applicants, and the general public.
• Demonstrates the ability to work collaboratively with EMT, RMT, and employees. Supports delivery of corporate results with changing organizational needs and shifting priorities.
• Has executive skills in office management and working with the general public.
• Demonstrates reliability, willingness to multitask, ability to work independently, and shows a positive attitude.

Essential Duties and Responsibilities

• Manage full-cycle recruiting processes, including job postings, candidate screenings, and reference checks, interviews, pull credit reports, background checks & schedule drug screening referrals and offers as approved by the Executive Management Team (EMT).

• Serve as the initial point of contact for employee inquiries and workplace conflicts resolution as outlined in the UNPHC Employee Handbook, and promote positive employee relations.

• Manage employee orientation, support exit interviews as requested by EMT, and ensure smooth transitions within and outside the company.

• Work with the Director of Learning and Development to implement corporate training programs to enhance employee skills.

• Support the Board and EMT with the annual HR policy reviews and payroll benchmarking activities. Provide orientation and training to new hires on the UNPHC Employee Handbook. Work with EMT regarding employee policy questions.

• Support EMT in scheduling the annual benefits review meeting, as requested, and works with staff to direct staff to the Helpside Benefits portal.

• Maintain accurate HR records and leverage our professional employer organization (PEO) Helpside for reporting and managing employee data. This includes data entry for new hires' salary adjustments and salary adjustments related to the year-end process that may be made as approved by the EMT.

• Maintain required HR Documentation and updates to the permanent personnel files in a secured location as approved by the EMT.

• Respond to inquiries and verification of employment.

• Support RMT and EMT in file retention related to worker's compensation.

• Support health and safety programs as directed by the EMT and monitor compliance regarding workplace safety standards.

• Promote approved diversity, equity, and inclusion initiatives to create a supportive and welcoming workplace for all employees.

• Support the EMT in coordinating and providing front desk coverage and any administrative functions as assigned.