Human Resources Assistant

The Human Resources Assistant provides essential administrative and operational support to the Talent Management & Culture department ensuring efficient service delivery to employees applicants and the public. Serving as the first point of contact for the HR office this position projects a welcoming professional and helpful presencewhether greeting visitors in person responding to calls or emails or assisting colleagues. The HR Assistant plays a key role in maintaining compliance with employment processes while upholding a positive and service-oriented experience for all stakeholders.

• Serve as the front-facing representative of the HR office creating a positive first impression for all visitors callers and email inquiries.
• Demonstrate a professional approachable and resourceful demeanor that reflects the values of Talent Management and Culture.
• Ensure that all interactions whether in person by phone or electronically are handled promptly courteously and with a commitment to excellent service.
• Answer and route multi-line telephone promptly and professionally ensuring accurate message taking and courteous service to employees applicants and the public.
• Greet and assist visitors by providing information on HR services policies and procedures; connect them with the appropriate staff member or resource to ensure efficient resolution.

• Provide basic administrative support to the Senior Advisor and Associate Vice President for Talent Management and Culture including calendar management scheduling meetings and preparing routine correspondence.
• Create and issue ID badges to new employees students volunteers temporary staff residents and visitors ensuring accuracy and a positive onboarding experience.
• Monitor and manage the VHS-HR email box providing timely accurate and service-oriented responses to inquiries or routing them to the appropriate HR functional area.
• Support departmental operations through processing employment verification requests opening and routing mail and faxes paying invoices via the eVA Procurement System and ordering supplies for the department and badging system.
• Maintain employee records by filing processed documents into employees Banner Document Management (BDM) and ensuring confidentiality accuracy and compliance with recordkeeping standards.

• Update cash journals for credit card sales (to include cash handling for replacement ID badges and HRT Go passes).
• Coordinate the VHS Volunteer Process ensuring timely communication documentation and onboarding in accordance with university policy.
• Coordinate new hire processes including I-9 verification review and approval of onboarding documentation and facilitation of employee name and address changes as needed.
• Responsible for coordinating student orientation badging.
• Assist as needed in areas such as Talent Acquisition or HR Operations to include data entry and HR systems management.
• Uphold a positive and professional image of the HR department through reliable attendance polished communication and a customer service mindset in all interactions.

• Experience in a high-volume administrative office.
• Intermediate to expert proficiency in Microsoft Office (Word Excel Outlook) with familiarity with office equipment. Must be detail oriented.
• Email and calendar management tools

PREFERRED

• Associate or bachelors degree in human resources business administration management or a related field.
• HR-related certification such as PHR or SHRM-CP.
• Customer service & communication skills.
• Conflict resolution and active listening skills.
• Familiarity with basic employment law (e.g. confidentiality privacy and records management).
• Strong organizational and time management skills attention to detail and accuracy in data entry and document management.
• Effective interpersonal and customer service skills and proficient in written communication including grammar and formatting.
• Maintain confidentiality and handle sensitive information with discretion.
• Work collaboratively with HR team members and other departments.
• Adapt to changes in process policy and technology.
• Prioritize and execute work independently with minimal supervision.