Human Resources Associate & Executive Assistant I

Salary Range: The salary range for this position is $45000-$57500 with an expected starting salary between $46000-$48000 based on experience and qualifications.

Eligibility for remote work: This position is fully onsite at Human Kinetics headquarters in Champaign IL.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Applicants are not obligated to disclose expunged juvenile records of adjudication arrest or conviction as part of the application process.

*Learn more about our perks and benefits here: Kinetics is committed to building a more diverse workforce. We welcome BIPOC candidates and others who identify with underrepresented groups to apply.

Human Kinetics is committed to the full inclusion of all qualified individuals. As part of this commitment Human Kinetics will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process please contact HR at .

Human Kinetics Compensation & Benefits Information

Our compensation philosophy is to value the contributions of all HK employees and to reward exceptional performance exceptionally. To do that we provide a standard increase to all HK staff and we award merit increases and bonuses to people who make extraordinary contributions to the work we do.

Job Summary

The Human Resources Associate & Executive Assistant I provides essential administrative and operational support to the CEO CFOO and Human Resources team playing a vital role in both day-to-day functions and larger organizational initiatives. This position assists the HR Manager with various aspects of the recruitment and hiring process including resume screening interview scheduling pre-employment testing onboarding coordination and background checks. Additionally the Human Resources Associate & Executive Assistant I maintains employee data within the HRIS system ensuring accuracy and consistency and is responsible for maintaining up-to-date HR files and documentation.

CEO & CFOO support includes managing special projects resolving customer service and related issues scheduling meetings efficiently handling correspondence filing data entry and other office support functions as addition the Human Resources Associate & Executive Assistant I acts as a liaison between customers authors the press and others wishing to contact the CEO.

This role also contributes to company culture and employee engagement by organizing events such as anniversary and retirement celebrations bi-monthly blood drives and annual campaigns like the United Way Fund Drive. The Human Resources Associate & Executive Assistant I helps plan company-wide events coordinates internal communications through various channels manages staff badge access and supports ongoing projects and HR initiatives. With a strong focus on organization communication and attention to detail this role helps ensure smooth Admin & HR operations and a positive employee experience.

Essential Functions

1. Provides administrative support to the Administration and HR Groups.
2. Assists the HR Manager with the following recruiting tasks: Resume review pre-screen calls scheduling interviews & administering any on-site pre-employment testing.
3. Assists the HR Manager with the following hiring tasks: Welcome package materials scheduling new employee meetings background/reference checks facility tours and other tasks.
4. Maintains knowledge about the functions of HKs HRIS system and use it to manage and report on employee data ensuring clean data.
5. Sends new hire surveys.
6. Assists with the annual Open Enrollment process.
7. Organizes and conducts annual United Way Fund Drive with the assistance of the Payroll Administrative Specialist.
8. Maintains accurate and up-to-date human resource files records and documentation.
9. Organizes and implements company-wide events such as the Annual Flu Shot Clinic Kenyon Road Clean-up and the bi-monthly blood drive through Community Blood Services of Illinois. etc.
10. Ensures continuous HR communication with staff through Teams InfoK and email to provide information pertaining to upcoming HK and local events notifications and other HR items.
11. Oversees creating new badges providing replacement/ guest badges and deactivating badges for staff.
12. Acts as a contact person for general inquiries and maintains working knowledge of Administration department functions sufficient to respond to inquiries or to direct inquiries to the appropriate location.
13. Manages the Read Free program and the employee free books program.
14. Approves CEOs PTO requests and processes PTO requests from their direct reports. Adds out of the office dates to both CEO and InfoK calendars.
15. Maintains and updates the Administration calendar to include holidays (such as summer Fridays) as well as Admin/HR team birthdays and scheduled out-of-office dates.
16. Updates Fire Emergency List with staff changes; prints and distributes to clipboards CFOO and Facilities Director. Refresh clipboards when new phone lists are released.
17. Prints new hire welcome letters for CEOs signature and pulls together welcome package materials.
18. Opens/closes Administration office as needed.
19. Coordinates signing and sending of get-well/sympathy cards. Maintain card stock.
20. Schedules new employee luncheons when 34 new hires have started.
21. Retrieves CEOs mail organizes tray and files books/financials.
22. Files one copy of new printed titles in the warehouse.

Secondary Functions

1. As requested attends webinars seminars and conferences to stay current on relevant HR-related topics.
2. Monitors and restocks Administration printer room supplies; ensures printer is loaded with paper.
3. Schedules and sends invites for Strategic Management and All Staff meetings.
4. Creates All Staff meeting slides. Reads staff questions during meeting and posts recordings to InfoK.
5. Schedules check-ins for CEO with direct reports.
6. Compiles and sends HK Board documents.
7. Schedules HK Fall/Spring meetings including reserving conference room and creating tech report request.
8. Processes invoices at the start of each month
9. Shares Management Meeting Notes document with team post-meeting to provide their updates format and upload to InfoK
10. Runs birthday/anniversary report and update CEOs calendar.
11. Plans 20-year milestone anniversary and retirement celebrations.
12. Prepares milestone cards for CEO to sign and oversees check requests for all milestoness. Updates MMCC wall photos posts staff milestone/retirement questionnaires and posts milestone celebration/retirement pictures to InfoK
13. Saves 401k charts to the network and uploads the charts to InfoKs 401k Committee section.
14. Runs PTO report and completes CEOs payroll cover sheet.
15. Reviews CEO calendar weekly; emails CEO updates related to meeting conflicts staff OOTO birthdays/anniversaries and other updates.
16. Checks Employee Free Books file Fridays after 1pm; requests books as needed
17. Checks HR folder in Outlook and responds to inquiries.
18. Schedules new employee luncheons.
19. Sends out anniversary emails to staff.
20. Assists with special projects as needed.

Skills and qualifications:

High School Diploma or Equivalent required Associate or Bachelors degree in HR or related field preferred.

1 years of experience in administrative or HR support required 3 years of experience preferred.

Proficiency with Microsoft Office Suite (Excel Word Outlook PowerPoint) familiarity with HRIS systems strong data entry skills required.

Required Competencies:

High level of confidentiality professionalism excellent organizational skills and attention to detail ability to multi-task work under pressure meet deadlines effectively and excellent verbal and written communication skills required.

In addition the following are required competencies:

• Computer literacy
• Customer Focus
• Initiative
• Organizational awareness
• Planning
• Sociability and networking
• Time Management
• Integrity
• Resourcefulness
• Effort
• Respect
• Teamwork
• Stewardship

Job Demands:

Office Equipment: Frequent phone and computer use. Occasional use of copier scanner or badge computer/printer.

Mental Demands: Frequent use of organizational skills. Occasional problem-solving and decision-making.

Working Conditions: Indoor office environment.

Physical Demands: Frequent sitting occasional standing and walking and rare driving carrying or lifting required.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.