Administrative Assistant - Human Resources

POSITION DESCRIPTION: Provides administrative and program support to the Human Resources department by coordinating employee-focused initiatives, maintaining HR records and processes, supporting employee communications and engagement activities, and ensuring the efficient administration of various HR programs. Serves as a key support resource for employees, leaders, educational partners, and external agencies while promoting a positive employee experience, maintaining data integrity, and supporting compliance with organizational policies and regulatory requirements. Adheres to Corporate Compliance program by reporting improper or unethical conduct, violation of applicable laws, regulations or program requirements.

DUTIES AND RESPONSIBILITIES:

• Coordinates and administers the Employee Service Award Program.
• Responsible for timely processing of internal and external financial/HR inquiries: employment verifications, unemployment claims, student evaluations, and ad hoc report requests.
• Assists with the administration of Student Programs including coordinating Student Orientations and maintaining relationships with programs.  
• Responsible for maintaining the Employee Referrals program including payment processing, verifications and tracking. 
• Assists with the planning and coordination of special events and/or employee activities including training sessions, meetings, and other staff events. 
• Provide support and assistance to the VP/Chief HR Officer in the production of reports and statements, compliance reporting, and regulatory reporting.  
• Assists in the preparation and execution of Employee Engagement events and activities.
• Assists with New Hire Orientation
• Responsible for HR Employee Communications including uploading pictures and service anniversaries to the Employee Portal.
• Responsible for ensuring Core Cards are distributed to staff and rewards are reported to Payroll in a timely manner.
• Maintain employee photographs and related records within the Human Resources Information System (HRIS), ensuring information is current and accurate.
• Assist with the administration and maintenance of HRIS documents, forms, and recordkeeping systems to ensure accuracy and organization of human resources records.
• Prepare, distribute, and maintain meeting minutes, agendas, and supporting documentation for Human Resources meetings, as assigned.
• Process employee demographic and personal information updates, including name changes and related personnel record modifications.
• Coordinate the ordering, inventory, and distribution of departmental office supplies, materials, and resources.
• Provide administrative support for recruitment and onboarding activities, including reference checks, employment documentation, and maintenance of Form I-9 records in accordance with organizational requirements.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong written and verbal communication skills
• Strong organizational and time management skills; ability to coordinate multiple projects simultaneously
• Skilled in MS Office including Word, Excel and PowerPoint; database or website experience a plus
• Able to maintain a high degree of confidentiality
• Must be a team player 
• Interest in learning contemporary HR theory, law and regulations

TRAINING AND EXPERIENCE:

• Associate’s degree in Human Resource Management or related field required, or relevant work history.
• 1-2 years Human Resources or related Administrative experience preferred.
• Professional HR certification (PHR, SPHR, SHRM-CP, SHRM-SCP) preferred