Human Resources Assistant - Part-time

The HR Assistant, under the direct supervision of Director Human Resources, provides administrative and customer support to the HR service team to facilitate the full life cycle of the employment process. Collaborates with the HR Representatives and Compensation Analyst to ensure completion and timeliness of HR operations. Deals with internal contacts, staff and management, throughout the organization.

 Example of Essential Functions:

• Receives e-copies of offer letters from HR Business Partners and sends pertinent documents to new hiring manager to include copies of offer letter, Intranet links to on-boarding paperwork to include probationary evaluation, department orientation checklist.
• Performs primary source verification for positions requiring certifications and/or licenses and includes same in employee file
• Interfaces with vendor for pre-employment processing to include verification of position and Risk Category
• Obtains both primary source education for required positions and completes background checks on all new hires
• Works collaboratively with appropriate HR Business Partner to resolve discrepancies/issues regarding recruitment and on-boarding documentation. 
• Assists new hires in documenting and verifying required I-9 information (within 72 hours of start date) and vehicle registration
• Takes photo to be used by Security for obtaining employee badge
• Is primary responsible party for obtaining required documentation.  Apprises HR BP and/or Director of any issues encountered during process. (i.e outstanding or missing documentation)
• Ensures that file is accurate and complete. Tracks and resolves outstanding issues and ensures conversion of file is completed for hand off by 30 days from  employee start date
• As necessary, escalates problem issues to appropriate HR staff member for resolution before file conversion.
• Enters new hire information into Meditech Payroll/Personnel and enrolls new employees into on-line education system.
• Enters required  elements of information into on line education system  upon hire. i.e. license, certification
• Converts status of information to “live” within 24 hours of employee’s anticipated start date.
• Maintains electronic listing of attendees according to date. Communicates to recruitment staff when list reaches limit for capacity seating.
• Ensures accurate and appropriate room set up and distribution of reference materials on day of program.
• Greets and registers attendees and distributes required information. Interfaces with presenters to adjust schedules.  Answers questions within his/her scope for attendees.
• Files appropriate, completed paperwork and new employee files at conclusion of program.
• Notifies HR Business Partner of any non-attendance
• Provides primary back up for the front desk Administrative Assistant at lunchtime, vacations and other necessary times of coverage on a rotational basis. Performs full scope of job responsibilities assigned to front desk during times of protracted coverage (i.e. days, weeks).
• Files essential paperwork in employee files as necessary. Answers routine customer inquiries – escalates to HR Business Partner as necessary.

 Required Knowledge, Skills and Abilities:

• PC proficiency and experience with MS products, i.e. work processing, spreadsheet and database management software
• Attention to detail with high level of organizational skills
• Ability to complete tasks with frequent interruptions and variable structure
• Ability to interact in a professional manner with a diverse population
• Ability to understand customer needs in a healthcare climate and deliver optimum customer service
• Ability to maintain a high degree of confidentiality
• Working knowledge of office equipment to include facsimile machine, multi-line telephone system, photocopy machine

 Minimum Education, Training, and Experience Required:

• High School graduate with some college or formal secretarial training preferred.
• Minimum 2 years experience with direct customer contact required and one year of HR experience strongly preferred.