HR Assistant

Job Description

Job Description

Job Description

POSITION SUMMARY

The HR Assistant works closely with the entire HR Department in all aspects of the HR department day-to-day activities. The HR Assistant will interact with candidates, employees, contractors, and visitors to facilitate traffic for the Hospital Administration and HR Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcomes visitors by greeting them, in person or on the telephone, by answering or referring inquiries.
• Directs visitors by maintaining employee and department directories; giving instructions
• Review general human resources email/phone inbox and direct emails to appropriate internal stakeholders.
• Files papers and documents into appropriate physical and electronic files.
• Assists with creating file folders for department needs; terminations, new hires, benefits, and recruitment.
• Assist with creating new employee personnel files and maintenance.
• File I-9 documentation and assists with the maintenance.
• Frequent interaction with Recruiters, HR Business Partners, generalist and others on the HR team.
• Assist with providing HR related information and forms to candidates and employees.
• Provides support to HR team by entering, formatting, and printing information; organizing work; answering the telephone; relaying messages.  
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Create and maintain meal voucher process and distribution.
• Provide administrative support to the HR team, including scheduling meetings, maintaining calendars, and preparing documents.
• Assist with onboarding processes, including new hire paperwork, orientation coordination, and system entry.
• Maintain accurate and up-to-date employee records in the HRIS (e.g., UKG Pro) and personnel files.
• Support benefits administration by responding to employee inquiries and coordinating with vendors
• Track, monitor, and audit compliance requirements such as licensure, certifications, and required trainings (e.g., HealthStream).
• Assist with recruitment activities, including posting jobs, screening candidates, and coordinating interviews
• Prepare HR-related correspondence, reports, and documentation (e.g., employment verifications, letters).
• Support employee relations processes by documenting meetings and maintaining case files as directed
• Assist with processing employee status changes (hires, transfers, terminations).
• Ensure confidentiality and proper handling of sensitive employee information
• Support HR projects, audits, and special initiatives as needed
• Other duties as assigned.

Job Requirements

POSITION REQUIREMENTS

A.   Education

• High school Diploma or GED required.
• Bachelors in Business Administration or Healthcare Administration, or related field preferred.

B.  Qualifications/Experience

• Minimum 1 year Human Resources support experience preferred or a combination of experience and education will be considered.
• Experience in healthcare helpful but not required
• PC proficiency in Microsoft Office, including Word, Excel and PowerPoint

C.   Special Skills/Knowledge

• An exceptional customer service focus, including attention to producing high-quality results
• Strong communication, interpersonal, teamwork, and organizational skills
• The ability to work efficiently and effectively, while maintaining attention to detail
• The ability to work with teams in different offices and promote teamwork
• Flexibility to accommodate different personalities and professional work styles as well as changing work environments/priorities
• Must be a team player, collaborator, and able to effectively network at all levels
• Demonstrates cross-cultural sensitivity with demonstrated experience and ability to work with people of diverse backgrounds
• Problem-solving and results-focused professional
• Well-organized, attentive to details
• Must be flexible and able to multi-task and handle multiple candidates at one time during various stages of the pre and post offer stage
• Capability to work in a high-volume, fast-paced environment