Job Description

The Human Resources Assistant provides essential administrative, onboarding, and front‑line support to the Human Resources Department. This role ensures smooth day‑to‑day operations by managing front desk activities, processing employment status changes, supporting onboarding workflows, maintaining personnel records, and assisting with compliance tracking. The HR Assistant serves as the primary first point of contact for employees and visitors, delivering excellent internal customer service while maintaining confidentiality and adherence to hospital policies and regulatory requirements.

Key Responsibilities

Employee Support & Front Desk Operations

• Serve as the primary front desk representative, including phones, walk‑ins, and visitor check‑in.
• Serve as the first point of contact for employee questions regarding HR forms, procedures, and general concerns.
• Provide timely, professional responses to employee inquiries and redirect complaints or concerns as appropriate.
• Distribute, collect, and manage HR documentation including employment verifications, paychecks, and notices.
• Collect HR mail from the mailroom and route appropriately.
• Assist HR Manager with the Kudos (Employee of the Month) program, including nominations, communications, and recognition logistics.
• Serve as a resource for general HR inquiries and escalate issues appropriately.

Pre‑Hire Support & Onboarding

• Manage pre‑onboarding and onboarding workflows, ensuring timely completion of all required documentation.
• Assist with onboarding logistics including document collection, background checks, physicals, and license verification.
• Coordinate system access setup (IT, HealthStream, UKG, biometric timeclocks, ID badges) for new hires.
• Support Day 1 orientation, including communicating the NEO participant list to leaders.
• Maintain updated HR resources including forms, guides, and departmental materials.

Employment Status Changes & HRIS Updates

• Process all status change PARs (FT/PT changes, department changes, pay changes).
• Update HRIS for onboarding and employment status changes.
• Assist with HRIS/Payroll employee profile updates including position, status, and rate changes.
• Troubleshoot payroll issues related to new hires and status changes.
• Maintain and update the HR Master Tracker for all onboarding, new hire, status change, and compliance‑related entries.

Records Management & Compliance

• Maintain accurate employee personnel files and scan/upload documents into HR system files.
• Maintain accurate employee records in the HRIS and personnel files.
• Conduct new hire and status change file audits and maintain audit‑ready documentation.
• Perform auditing functions within HRIS and personnel records.
• Gather and copy records for subpoenas and RFIs.
• Track mandatory training completion, certifications, and licensure to ensure compliance with hospital and regulatory standards.
• Ensure all HR processes and materials meet federal, state, and organizational standards.
• Support internal audits and compliance reviews.

General HR Operations & Cross‑Functional Support

• Provide administrative support including scheduling, filing, and compliance documentation.
• Collaborate with HR team members on department initiatives and special projects.
• Support process documentation, case tracking, and policy implementation.
• Assist employees and leadership with escalated payroll inquiries and concerns.
• Pull reports and conduct data analysis in HRIS/Payroll systems as needed.
• Support Just Culture activities and employee relations triage.
• Provide cross‑coverage during absences to maintain continuity of HR operations.
• Perform additional related duties as assigned.

Shared Responsibilities (between HR Coordinator and HR Assistant)

• Provide HR inbox triage, walk‑in support, and phone coverage.
• Maintain HRIS data integrity and ensure accurate employee records in accordance with retention and audit requirements.
• Assist employees and leadership with escalated payroll inquiries and concerns.
• Pull reports and conduct data analysis in HRIS/Payroll systems as needed.
• Maintain updated HR resources including forms, guides, and departmental materials.
• Support process documentation, case tracking, and policy implementation.
• Ensure accurate and compliant employee records in accordance with federal, state, and organizational requirements.
• Assist with internal audits and compliance reviews.
• Provide administrative support including scheduling, document management, and correspondence.
• Collaborate with HR leadership on operational initiatives and cross‑functional coordination.
• Serve as a resource for general HR inquiries and escalate issues appropriately.
• Support Just Culture activities and employee relations triage.
• Provide cross‑coverage during absences to maintain continuity of HR operations.
• Ensure all HR processes and materials meet federal, state, and organizational standards.
• Perform additional related duties as assigned.

Requirements

Knowledge & Experience

• At least 1 year of experience in HR administration, office support, or customer‑service‑focused administrative work.
• Familiarity with HRIS systems (e.g., UKG) preferred.
• Experience with onboarding workflows, document collection, or personnel file management preferred.
• Strong organizational and time‑management skills.
• Excellent interpersonal and written communication skills.
• High level of discretion and confidentiality.
• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.

Skills and Abilities:

• Maintains strict confidentiality and demonstrates discretion in handling sensitive information.
• Culturally competent; engages respectfully with individuals from diverse social, economic, and educational backgrounds.
• Exceptional written and verbal communication; clear, professional, and audience‑appropriate.
• Skilled in HRIS administration and onboarding/status‑change workflows.
• Strong organizational and time‑management skills; able to prioritize, multitask, and meet deadlines with minimal supervision.
• Critical thinker with sound judgment; able to assess urgency, solve problems, and make informed decisions.
• Proactive and resourceful; anticipates needs and takes initiative to support broader goals.
• Collaborative team player with the ability to lead, influence, and motivate others.
• Thrives in fast‑paced, dynamic environments; adaptable, resilient, curious, and composed under pressure.
• Highly dependable and results‑oriented; maintains focus and precision across competing priorities.

Physical Requirements

While performing the duties of this job, this position is frequently required to do the following:

• Use standard office equipment and access, input, and retrieve information from a computer. Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time.
• Communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population.
• Give and follow verbal and written instructions with attention to detail and accuracy.
• Perform complex mental functions and basic arithmetic functions; interpret complex laws, regulations, and policies; collect, interpret, and/or analyze complex data and information.
• Vision: See details of objects at close range.
• Coordinate multiple tasks simultaneously.
• Reach forward, up, down, and to the side.
• Sit or stand for minimum periods of one hour at a time and come and go from the work area repeatedly throughout the day.
• Lift up to five (5) pounds.

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401K Retirement Plan
• Healthcare Spending Account
• Life Insurance (Supplemental life, term, and universal plans are also available)
• Short and Long-Term Disability
• PTO Plan with Holiday Premium Pay