HR Assistant

Summary

VCUarts Qatar is seeking a detail-oriented and highly organized HR Assistant to become a part-time member of our Human Resources team, contributing at 50% FTE. This role is pivotal in supporting the administration of day-to-day operations across various HR functions. The successful candidate will play a critical role in efficiently managing HR-related tasks and will be instrumental in the ongoing development and optimization of our HR procedures and systems.
In line with the State of Qatar hiring guidelines, applicants must hold a valid Qatar residence permit (Qatar ID) to be considered for this position. This position will include certain benefits and is subject to obtaining CEID clearance from the Ministry of Interior for employment at VCUarts Qatar.

Reports to: Director of Human Resources

Department: Human Resources

Major Activities & Essential Functions

  • Drafts and prepares official letters in response to employee requests submitted via HRonCall, ensuring timely and accurate communication.
  • Maintains and updates personnel files for all VCUQatar employees, both temporary and regular. Ensures that files are comprehensive, accurate, and kept up to date, and updates and maintains the VCUQatar employee directory, including personal and official contact lists, ensuring accessibility and accuracy of information.
  • Assists in coordinating and planning events such as New Hire Orientation, HR Department Retreat, Health and Wellness, and other morale-related initiatives to enhance workplace culture and employee satisfaction. Responsibilities include sourcing quotes from caterers or event organizers, finalizing venues, and coordinating logistics.
  • Schedules rooms for meetings, interviews, and other HR-related events, coordinating with Facilities and IT departments to ensure venues are properly set up and equipped, as well as, handles the processing of reimbursement claims, petty cash, purchase requisitions, and other financial documents related to department activities, ensuring accuracy and compliance with financial policies.
  • Oversees the inventory of employee forms and departmental supplies, ensuring resources are readily available for HR operations.
  • Provides exemplary customer service by responding to employee inquiries via phone and email, resolving issues efficiently and maintaining high service standards, and performs a variety of clerical tasks including making photocopies, scanning documents, and other duties necessary to support special projects and assignments.
  • Performs other job-related duties as assigned by the supervisor.

Qualifications

  • High school degree, and 2-3 years in an administrative assistant role within the HR field, or an equivalent combination of education, training, and experience demonstrating the ability to perform the responsibilities of the position. A Bachelor’s degree in a related field of study is preferred.
  • Proficient in word processing, spreadsheets, and other computer applications, demonstrating a strong working knowledge of digital tools.
  • Capability of typing with high accuracy, performing precise arithmetic computations, and preparing and maintaining complex records and reports.

Skills & Experience

  • Strong interpersonal and communication skills.
  • A robust public service orientation, adept at working collaboratively with faculty, staff, students, and community members.
  • Ability to collaborate effectively with a diverse team in a dynamic, fast-paced environment.
  • Highly enthusiastic and able to thrive in an atmosphere of constant change.
  • Skilled in organizing resources and establishing priorities, demonstrating a proactive approach to handling responsibilities.
  • Excellent time management skills, with the ability to multitask effectively and meet tight deadlines.
  • Willingness to operate within a cooperative framework, demonstrating flexibility and the capability to manage last-minute tasks efficiently.
  • Positive attitude and a strong inclination towards a customer service-oriented environment.
  • Driven by results and focused on achieving goals efficiently and effectively.
  • Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCUarts Qatar

Application Process

Apply for this job online