Skills for Success in Human Resources Administration

Human resources (HR) administration is an opportunity-filled niche where detail-oriented, effective communicators can thrive providing support and structure exactly where it’s needed. Tasked with handling a variety of administrative duties, these talented professionals can do it all: maintain employee records, handle HR documents, report on key metrics and so much more.

Because HR administration involves such a wide range of roles and responsibilities, there is a strong need for a comprehensive skill set that includes everything from emotional intelligence and nuanced communication to technological know-how, critical thinking and problem-solving. Additionally, HR specialists must be committed to continually updating their skills and knowledge, especially as the field of HR undergoes rapid changes.

If you are interested in making your mark as an HR specialist but not quite sure how to get started, we’re here to help. Below, we outline key human resources qualifications that regularly appear in job listings. These include not only the recommended degrees and certificates for finding work in HR but also skills that employers value and can help you get a strong start.

What Are the Valued Skills for HR Administration?

HR administration is a broad field that calls for a comprehensive array of skills and qualities. No specific HR skill is as important as simply being well-rounded and knowing how to leverage your abilities in diverse settings and situations. Human resources professionals are the workforce’s jacks of all trades; they need to connect with various employees, promote a positive work culture and maintain extensive employee records and databases.

Soft skills are a must, as these facilitate more effective communication and problem-solving—although HR specialists and managers may require some technical skills as well, such as proficiency with software and knowledge of the legal environment.¹

Because these human resource qualifications are so far-reaching, it might be hard to pinpoint how to prepare for this career field or what it takes to succeed. We highlight several skills and concepts that those aspiring to work in HR administration should acquire, along with opportunities for developing these skills through relevant certificate and degree programs.

Time Management Skills

Time management is crucial in HR, as HR professionals find themselves juggling a number of tasks throughout the day while also responding promptly to requests from employees across multiple departments, not to mention HR managers and directors.

The International Organization of Scientific Research (IOSR) Journal of Business and Management² references the need for “managing time effectively so that the right time is allocated to the right activity,” given that time management is essential when time is limited. Key time management principles to implement in HR departments include:

• Setting goals and objectives, plus personal deadlines to drive motivation.
• Prioritizing tasks based on how urgent and critical they are.
• Spending limited time strategically, or, as the IOSR guide puts it, “doing the right thing at the right time.”

HR expert Julie D. Burch explains that “busy does not equal results,” as small moments here and there add up quickly, especially for HR professionals.³ She advises taking better care with how limited time is invested, adding that HR professionals can benefit greatly from batching tasks: handling similar responsibilities together and ideally at scheduled intervals.

Organization and Communication Skills

Effective time management is a lot easier for HR professionals to achieve upon implementing targeted organizational systems. This will look different from one organization or department to the next. Remember, given the sheer volume of documents and messages that HR administration involves, organizational systems need to be built with efficiency top of mind.

In HR, organization is key, both from a time management perspective and because it can contribute so significantly to effective communication. When critical documents are organized, these can be accessed to answer questions and give employees the guidance and insight they need. Similarly, communication skills influence how easy it is to get organized in the first place, as HR specialists may need to consult with HR managers and other professionals when developing or implementing organizational strategies.

As a human resources professional, solid communication means being able to share important information succinctly and with a high degree of specificity. It may be necessary to tailor messaging to reflect the communication style of the employee or HR manager in question, yet it is also crucial to abide by the overarching brand terminology and language to promote effective company communication.

Interpersonal Skills

Emotional intelligence (EQ) plays heavily into a range of HR administrative functions and is especially essential for relating to and building rapport with staff members. This involves the ability to understand and manage one’s own emotions paired with a heightened awareness of what others may be feeling in response to various situations or circumstances.

For example, an HR professional with strong EQ can determine when employees are feeling disengaged or disempowered before taking steps to determine why they are struggling and which solutions are within reach.

An EQ guide in Corporate Wellness Magazine explains that emotionally intelligent HR professionals are better able to “engage employees by understanding their needs, motivations and concerns.” This can dramatically improve employee satisfaction and translate to a positive work environment and high retention rates.⁴

Decision-Making and Problem-Solving

HR professionals are frequently charged with making difficult decisions while drawing on a wealth of information (and often, varying opinions). Though one may ultimately defer to HR managers, they still hold significant autonomy in many scenarios and, depending on departmental delegation, may have to handle complex processes largely on their own. As such, strong problem-solving skills are essential, since it will not always be appropriate to seek extra guidance or assistance from superiors like HR managers or directors.

Decision-making skills can be obtained through case studies and real-world practice. To this end, Human Resources Administration certificate programs often focus on in-depth discussions, which encourage students to carefully consider how they should behave if faced with difficult situations. Effective decision-making is only possible if HR professionals are able to make sense of high volumes of data and prioritize this information based on the situation at hand.

Acute Attention to Detail and Accuracy

HR professionals must be thorough and meticulous. Even seemingly small or simple errors can cause big problems, so attention to detail is needed to ensure accuracy in all tasks. This is particularly critical when updating employee records or databases, where an eye for detail can reveal mistakes or prevent them in the first place.

These details also relate substantially to EQ; it is through observing slight shifts in employee behaviors or attitudes that HR professionals can determine whether any unresolved issues call for extra attention. A less detail-oriented HR professional might never notice these changes or bother to follow up.

Knowing the Regulations and Laws for HR

In addition to honing and updating their soft skills, HR professionals should be thoroughly familiar with the many rules and regulations underscoring human resources and employment practices in general. SHRM identifies numerous federal regulations that HR professionals should understand.⁵ Essentials include:

• Fair Labor Standards Act (FLSA) – Centered on the minimum wage and overtime rules, FLSA determines how pay is structured and handled among private businesses and government agencies alike. Penalties for non-compliance can be severe, so it is crucial for HR professionals at all levels to understand these standards’ impact on compensation, work hours and child labor.
• Americans with Disabilities Act (ADA) – Under the ADA, employers are barred from discriminating against workers or applicants on the basis of disability. What’s more, all employers must make reasonable accommodations for those with disabilities.
• Title VII of the Civil Rights Act – In 1964, the Civil Rights Act prompted huge changes in the workforce. Title VII in particular remains noteworthy, as it prohibits discrimination due to race, religion, national origin and sex. Furthermore, Title VII prevents employers from retaliating against employees who complain of discrimination.

These regulations provide much-needed protection against workplace discrimination as well as oversight for wage and benefit concerns, workplace safety and more. While HR specialists typically do not hold the authority to make decisions that might fail to comply with this legislation, these regulations may influence how they handle numerous everyday tasks or even how they relate to HR managers.

More Qualifications for Success

Skill development is a never-ending pursuit in the HR realm, and professionals at all levels can benefit from continually striving to better themselves both personally and professionally. Still, a few basic qualifications can provide a strong start in this field:

Earn a Certificate or Associate Degree

As you embark on your journey to become a human resources professional, you want to get equipped with credentials that give your resume a much-needed boost. The right certificate or associate degree will convey that you have put the time and effort into developing your HR skill set and also have a solid foundation in key topics such as business communication, payroll management and the general principles and ethics of HR.⁶

Gain Experience

Once you have formed a baseline of soft skills and targeted HR knowledge, you should be ready to apply this in the real world—where you will find ample opportunities to continue establishing foundational skills as you build your professional network, too.

Internships and job shadowing experiences can help kickstart your career, offering exposure to the realities of HR while providing plenty of insight and support from experienced professionals who want to see you succeed. As you obtain entry-level positions, continue to hone your skills by taking on new responsibilities, making the most of training opportunities or connecting with an HR mentor.

Develop Strong Computer Skills

Technological skills are increasingly essential in all areas of HR, especially as organizations seek to implement tech-based solutions for improving productivity and accuracy. To that end, many employers now expect HR professionals to be not only proficient in navigating common software solutions but also willing to adapt to (and embrace) new, emerging tools and technologies.

A general willingness to explore tech solutions is important, but every HR professional should, at minimum, be able to manage spreadsheets and navigate payroll systems. In addition, SHRM advises that HR professionals get comfortable with artificial intelligence (AI), productivity tools and data-driven solutions, which are among the most anticipated trends in the HR space.⁷

If working with and for the people is your passion, learn what it takes to become a human resource professional with SJVC’s online Human Resources Administration program. Get in touch by requesting more information today.