FLI1272 HR Admin Assistant

GENERAL DESCRIPTION: The HR Administrative Assistant provides comprehensive administrative support to the Vice President of Human Resources and the Human Resources department while serving as the primary reception point for the Home Office. This position supports the day-to-day operations of the HR department through calendar and meeting coordination document and records management employee and visitor support communications event coordination special projects and other administrative activities.

The HR Administrative Assistant regularly handles confidential and sensitive information and is expected to exercise sound judgment discretion initiative professionalism and a high level of attention to detail. The position works closely with HR leadership and team members and serves as a key resource for employees visitors and other internal and external contacts.

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:

Administrative Support to VP of HR & Human Resources Department

• Provide comprehensive administrative and project support to the Vice President of Human Resources (VPHR) including calendar and meeting management correspondence travel arrangements expense reporting research and data analysis report preparation and tracking of projects action items.
• Coordinate full-cycle onboarding and compliance processes including new hire orientations I-9 collection and verification onboarding task management policy acknowledgements and badge/access coordination.
• Coordinate the monthly random drug testing administration and ordering of supplies.
• Manage administrative operations of the HR department including document preparation and records management to include maintenance and tracking of confidential HR departmental records; agreements renewals expirations and deadlines; coordinate off-site records storage; and assist with document legal and subpoena-related requests as directed.
• Responsible for company mailings and shipping invoices and vouchers supplies equipment conference room scheduling meeting logistics and coordination with IT Facilities and other departments.
• Prepare format proofread and finalize correspondence reports presentations spreadsheets training materials employee communications flyers announcements meeting agendas minutes and other departmental materials.
• Maintain departmental calendars contact information key dates recognition dates (EMR Rally) and company events.
• Coordinate HR meetings department events celebrations lunches and other employee activities including logistics communications materials and follow-up.
• Manage HR suite organization and facility needs including equipment supplies maintenance storage shredding and general workspace organization.
• Assists Benefits Manager with monthly enrollment packages & tracking monitoring of open enrollment presentations and prepares annual OE documents.
• Monitor HR Email Inbox.

HR Front Office & Home Office Support

• Identify and implement opportunities to improve administrative processes organization workflow efficiency quality and compliance.
• Manage daily HR front office operations providing a professional welcoming organized and secure environment. Greet and assist employees visitors and guests; manage access to the HR department; and answer screen and direct incoming calls and communications.
• Administer employee and visitor badge processes in accordance with established policies and procedures and promptly escalate safety security workplace conduct or other concerns to appropriate HR leadership.
• Manage incoming and outgoing mail packages faxes benefit packets and departmental mass mailings for HR Benefits and Payroll.
• Support Home Office employee communications and engagement initiatives including creating and maintaining flyers newsletters notices bulletin boards and other informational materials; assist with the planning coordination and execution of employee events including Monthly Mingles the annual Spring Picnic Staff Appreciation events and other activities and provide support as needed for the annual Holiday Party.
• Maintain current Standard Operating Procedures (SOPs) for assigned responsibilities and cross-train to provide backup administrative support within the HR department.
• Develop and maintain positive collaborative and trusted working relationships with HR team members management Home Office employees field contacts vendors and other internal and external partners.
• Represent the VPHR Human Resources department and Company professionally while maintaining appropriate confidentiality and discretion.
• Maintain regular and punctual attendance and perform other duties as assigned.
• Proficient in Microsoft Office Suite (Word Excel PowerPoint and Outlook); experience with HRIS systems and electronic personnel records preferred.
• Strong organizational and time-management skills with excellent attention to detail documentation prioritization and follow-through.
• Excellent written verbal interpersonal and customer service skills with the ability to build effective working relationships across all levels of the organization.
• Ability to maintain confidentiality exercise sound judgment and handle sensitive information with professionalism and discretion.
• Strong problem-solving critical-thinking and decision-making skills with the ability to work independently and appropriately seek guidance or escalate issues.
• Adaptable and able to quickly learn new systems processes and procedures while effectively managing multiple priorities in a fast-paced environment.
• Collaborative team-oriented approach with demonstrated professionalism integrity and accountability.
• Experience presenting training or facilitating employee meetings preferred.

WORK SCHEDULE

• This position follows a hybrid work schedule. Regular work hours are Monday through Thursday 8:00 a.m. to 5:00 p.m. onsite and Friday remote. Schedule may be adjusted based on business needs departmental requirements meetings events or other work-related responsibilities.

PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES:

• Sit and work at a computer for extended periods and other standard office equipment.
• Stand and move throughout the building for extended periods as needed including walking on various indoor and outdoor surfaces and climbing stairs.
• Frequently reach turn and twist and occasionally bend kneel stoop or squat in the performance of job duties.
• Occasionally lift carry and move boxes supplies or other items weighing up to 20 pounds.
• Work primarily indoors in a climate-controlled office environment with occasional movement through outdoor breezeways parking areas and other building spaces.

EDUCATION AND/OR EXPERIENCE REQUIRED TO PERFORM JOB DUTIES:

• Associates degree or equivalent combination of education and HR administrative experience required.
• Bilingual English/Spanish skills preferred but not required.