HR Assistant - Operations

The Arts Institutes International, LLC

HR Assistant - Operations

  • Responsibilities


    The HR Coordinator – Operations will support the day to day hiring activities within the Art Institutes system of schools. This position will work with designated campus leaders to track all new hire activity (i.e. new employee on-boarding, background checks, offer letters, I9 documentation), communicating directly with candidates to ensure all aspects of the hiring process are completed in a timely manner.

    Incumbent must assure that the Company philosophy: quality services to clients; development, growth, involvement and recognition of employees; sound economic principles; and an environment which is conducive to innovation, positive thinking and expansion - is considered in carrying out the duties and responsibilities of this position.


    1. Facilities recruiting of FT campus staff positions within the Aii system, responsible for posting approved requisitions within PrismHR, initial review of all resumes to ensure minimal qualifications are met, update status assignments within system, sharing of candidates with hiring managers, completion of phone screens and sharing of interview assessment. Drafting of offer letters based upon approved compensation and start date, ensuring on-boarding steps are completed upon acceptance of offer. Accounts for benefit enrollment of eligible new hires.

    2. Work with all 8 ground campus locations to track all new hires, ensuring the receipt of all new hire request information (resume, application), determination of start date, and completion of all new hire paperwork, submission of on-boarding information into HRIS system, request for reference check / background check, submission of I9 and e-verify.

    3. Coordinate the hiring of all student workers (federal & regular) according to the quarterly hiring schedule. Work with hiring managers of federal work study students to secure job description and new hire paperwork to secure final approval of student eligibility.

    4. Ensure the hiring of all approved Adjunct faculty occurs according to the quarterly hiring schedule. Collaborate with Faculty Coordinators on identification and process of all new hire paperwork and completion of all on-boarding steps.

    5. Create offer letters / Letters of Appointment for all new hires, developing a secure database of all documents for compliance as needed.

      • Campus FT staff
      • Adjunct Faculty
      • Federal Student Workers
      • Student Workers
    6. Manage the flow of resumes for all open requisitions to assigned hiring managers, evaluating candidate flow to ensure all recent candidates are presented to hiring managers and status assignments occur within Applicant Tracking Systems (ATS).

    7. Communicates with hiring managers on candidate flow, discusses with Senior Director of HR Operations those requisitions where increased candidate flow is required.

    8. Identifies essential candidate requirements and assists in screening of candidates as assigned.

    9. Other duties as assigned in support of human resources department.

    REPORTS TO: Senior Director – HR Operations, dotted line to VP – Human Resources

    INTERACTS WITH: Campus leaders, potential employees



    • Bachelor's degree in human resources required, PHR certification preferred
    • Two or more years’ experience in human resources, preferably in a human resources coordinator / generalist role.
    • Experience with applicant tracking systems, I9 documentation and E-verify.
    • Prior experience supporting hiring managers and employees in a remote business environment highly preferred.


    • Excellent written and verbal communication skills. Understanding of the need to provide solid customer service to employees and hiring managers.
    • Superior organizational and problem resolution skills.
    • Strong basic computer software (MS Office) skills.
    • Experience servicing customers/clients in a virtual environment.


    • Ability to interact effectively as a member of a team and work collaboratively with other departments in both an in-person and virtual environment.
    • Ability to listen to customers (e.g. students, staff, etc.) and to understand and respond positively to their requests
    • Ability to handle and manage change effectively.
    • Ability to work without close supervision and to set ones own priorities and work schedule.
    • Ability to work effectively under pressure and to meet frequently occurring deadlines.