Human Resources Assistant

Position Summary

The Human Resources Assistant provides administrative and operational support to the Human Resources Department to ensure efficient daily operations and accurate maintenance of employee records. This role works closely with Payroll, Accounting, Recruitment, and department leaders to deliver responsive, customer-focused HR support while maintaining confidentiality and professionalism. The HR Assistant plays an essential role in onboarding, employee support, personnel record management, recruitment coordination, and HR-related programs and events.

Essential Duties & Responsibilities

Administrative Support

• Provide general administrative support including filing electronic and paper documents, answering phones, and distributing correspondence to appropriate departments and staff.
• Respond to employee and manager inquiries regarding benefits, certifications, leaves of absence, hospital events, onboarding requirements, and HR policies.
• Assist with maintaining accurate employee personnel files and records in compliance with organizational standards.
• Scan, copy, process, and distribute HR documentation through approved workflows and filing systems.
• Support office supply inventory and ordering for the HR department.
• Create and replace employee identification badges as needed.
• Educate employees on HR policies, procedures, and general HR processes.

Onboarding & Recruitment Support

• Assist the Onboarding Coordinator with collecting pre-employment documents, identifying missing items, and scheduling appointments.
• Prepare and assemble new hire packets and onboarding materials.
• Support New Hire Orientation by preparing materials, coordinating catering, and setting up meeting rooms or virtual platforms.
• Track employees who have not completed orientation requirements and assist with follow-up scheduling.
• Assist the Recruitment Manager with scheduling interviews, coordinating Quick Start events, communicating with applicants, and supporting recruitment-related projects.
• Communicate professionally with walk-in applicants and visitors regarding employment opportunities.

Payroll & Employee Support

• Serve as a liaison between Human Resources and Payroll by delivering PARs, direct deposits, payroll checks, and related documentation.
• Assist with employee status changes, benefits updates, certifications, and job title changes within ADP or applicable HR systems.
• Support tracking of employee medical leaves, workers’ compensation claims, and benefits payment follow-up.
• Coordinate collection and processing of termination paperwork and assist with filing terminated employee records.

HR Programs & Events

• Assist with hospital events, employee engagement activities, benefits fairs, and HR programs.
• Post flyers and distribute informational materials as needed.

Additional Responsibilities

• Exercise sound judgment and maintain strict confidentiality when handling sensitive HR matters.
• Escalate concerns appropriately to HR leadership when necessary.
• Perform other duties and special projects as assigned.

Qualifications

Required Qualifications

• Minimum of five (5) years of general office or administrative experience.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Demonstrated professionalism, reliability, attendance, and punctuality.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Valid Fire Card certification.

Preferred Qualifications

• Associate degree (AA) in Human Resources, Business Administration, or related field.
• Minimum of three (3) years of Human Resources-related experience.
• Experience working in a healthcare or hospital setting preferred.