Senior Administrative Assistant Human Resources

PHMC is proud to be a leader in public health.

Reports to: Chief Human Resource Officer

FLSA Classification: Non-Exempt

This position is classified as salaried non-exempt in accordance with FLSA standards.

• Provide comprehensive administrative support to the Human Resources Department including the Chief Human Resources Officer and Human Resources team members.
• Screen telephone calls visitors and departmental inquiries exercising sound judgment in directing requests and ensuring exceptional customer service.
• Coordinate the Chief Human Resources Officers calendars meetings Employee New Hire Orientations trainings and other Human Resources activities.
• Prepare agendas meeting materials reports presentations meeting minutes and follow-up action items.
• Coordinate internal and external meetings travel arrangements and other administrative needs for the department as required.
• Serve as the primary administrative contact for the Human Resources Department.
• Maintain department files and records while ensuring the confidentiality of employee and organizational information.
• Order and maintain office supplies and coordinate other administrative resources.
• Perform other duties and special projects as assigned.

• Serve as the primary coordinator for PHMCs HR inquiry management platform (askHR) including reviewing triaging assigning tracking monitoring and following up on employee inquiries to ensure timely resolution.
• Draft proofread and distribute professional correspondence communications reports and presentations on behalf of the Human Resources Department.
• Communicate professionally with employees managers applicants vendors and external partners while providing exceptional customer service.
• Serve as the initial point of contact for the Human Resources Department by responding to inquiries routing requests and ensuring timely follow-up.
• Develop and maintain department tracking systems databases and administrative processes.
• Support reporting requests utilizing HR systems and Microsoft Excel.
• Develop and maintain spreadsheets dashboards and reporting tools to support HR operations and leadership decision-making.
• Track department initiatives compliance deadlines performance review cycles training activities and other Human Resources operational priorities.
• Assist with special projects process improvements and organizational initiatives.
• Coordinate departmental communications and distribute information as appropriate.
• Support HR programs and initiatives by coordinating logistics documentation and follow-up activities.

• Advanced proficiency in Microsoft Office Suite including Excel Word PowerPoint Outlook and Teams. Experience using diagramming and flowcharting software such as Microsoft Visio is very helpful.
• Advanced Microsoft Excel skills including formulas data analysis reporting tracking systems and spreadsheet management.
• Excellent meeting planning scheduling coordination and project management skills.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Ability to prioritize multiple assignments manage competing priorities and consistently meet deadlines.
• Strong analytical critical thinking and problem-solving skills.
• Advanced written verbal and interpersonal communication skills with the ability to communicate professionally and effectively with employees managers executives applicants and external partners.
• Professional demeanor and customer service skills and the ability to handle challenging interactions.
• Ability to exercise sound judgment maintain strict confidentiality and handle sensitive information with discretion.
• Self-directed with the ability to anticipate departmental needs work independently and take initiative.
• Experience utilizing HRIS case management ticketing or workflow management systems is strongly preferred.

• Five (5) or more years of progressively responsible administrative experience supporting a Human Resources department executive leadership or a similarly complex business environment.
• Demonstrated experience coordinating departmental operations in a fast-paced multi-tasked deadline-driven environment.
• Advanced experience utilizing Microsoft Office Suite and other business applications.
• Experience preparing reports maintaining tracking systems coordinating meetings and supporting multiple priorities simultaneously.
• Experience utilizing HRI and employee and payroll service portals inquiry management systems or similar workflow technology is preferred.

PHMC offers a competitive salary and a comprehensive benefits package including medical dental vision employer retirement plan contributions generous paid time off and opportunities for professional growth.

PHMC is an Equal Opportunity and E-Verify Employer

Required Experience:

Senior IC