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University of the Incarnate Word · 13 hours ago

Human Resources Receptionist

San Antonio, TX

Full-time

Onsite

Entry Level

$31K/yr - $31K/yr

1+ years exp

University of the Incarnate Word is a Catholic institution that welcomes a diverse community. The Human Resources Receptionist serves as the first point of contact for the Human Resources and Title IX Departments, providing administrative support and exceptional customer service while managing various clerical duties.

Higher Education

Culture & Values

Responsibilities

Deliver front-line HR support to employees and applicants through multiple channels (email, phone, virtual, and in-person) with exceptional customer service while maintaining strict confidentiality

Perform complex office support with accuracy and speed under tight deadlines, resolving routine questions about policies, benefits, and hiring procedures, and escalating complex matters to senior HR staff

Assist employees, applicants, and visitors with completing personnel and new hire forms and navigating the applicant tracking system

Complete new hire reporting data entry on the Texas Workforce Commission Attorney General website; prepare new hire and termination files

Maintain office security by controlling access at the reception desk and ensuring proper visitor check-in protocols are followed

Ensure the reception area is clean, orderly, and stocked with necessary materials (pens, forms, brochures)

Maintain the HR departmental email account, route messages appropriately, and send mass communications as needed

Schedule meetings, manage conference room reservations, assist with Bookings, and maintain conference room calendars

Perform clerical duties including document preparation, typing, photocopying, faxing, filing, and collating; maintain organized filing systems

Maintain current HR and Title IX personnel and department directories

Assist with Verification’s of Employment (VOE) and loan forgiveness requests

Support HR personnel with administrative tasks, department-wide projects, open enrollment, employee appreciation activities, and recognition programs

Coordinate meeting logistics, including scheduling and room reservations

Process all incoming and outgoing mail, packages, and deliveries for the HR Department

Maintain departmental inventory of office supplies and equipment, placing orders as needed

Process HR-related purchases and maintain comprehensive departmental budget documentation

Submit IT and Facilities service tickets as needed

Ensure HR equipment such as copiers and printers remain functional

Assist Payroll with hard-copy check pick-up, and mailing upon request

Perform other duties as assigned

Qualification

Customer service skillsMicrosoft Office proficiencyBasic HR principlesFront-desk operationsBilingual (English/Spanish)Organizational skillsTime-management skillsAttention to detailCommunication skills

Required

Strong customer service skills with the ability to communicate clearly, courteously, and professionally

Excellent written and verbal communication skills appropriate for interaction with faculty, staff, students, and applicants

Knowledge of basic HR principles, employment practices, and confidentiality standards

Understanding of front-desk operations, reception protocols, and visitor management procedures

Basic knowledge of payroll processes, I-9 requirements, and regulatory compliance standards

Proficiency with Microsoft Word, Excel, Outlook, and Teams

Knowledge of office equipment operation (multi-line phones, copiers, printers, scanners)

Ability to collaborate effectively with HR team members, hiring managers, and campus partners

Strong organizational and time-management skills with the ability to prioritize multiple deadlines

High attention to detail and accuracy in data entry, filing, and document handling

Ability to maintain a clean, welcoming, and organized front-office environment

Ability to follow established procedures and adapt to changing priorities

Ability to work effectively with individuals from diverse communities and cultures

High school diploma or GED equivalent

One (1) year of administrative, receptionist, or clerical office experience to include experience handling multi-line phones and providing customer service in a fast-paced office environment