Administrative Assistant

POSITION SUMMARY:

(Briefly describe the overall purpose of this position - Why does it exist and how does it contribute to the overall organization?)

The Human Resources Assistant functions as the initial point of contact for the day-to-day operations of the Human Resources department. This role acts as the liaison between the local HR team, managers, HRIS, payroll, benefits, candidates and employees to provide outstanding customer service, smooth communication and prompt resolution of all general HR inquiries. Troubleshoots basic HR related issues related to forms, benefits, policies, procedures, payroll, etc. The HR Assistant seeks ways to improve and enhance the overall HR service delivery model and recommends self-service tools and resources when appropriate. This role provides overall administrative and project-related support to the HR team in addition to maintaining the active and terminated employee files.

KEY RESPONSIBILITIES:

(Use bullets for specific responsibilities)

• Greets visitors, employees and managers into the Human Resources office and maintains the HR Reception area.
• Interacts with customers in a responsive, customer-focused manner and is sensitive to confidential information.
• Manages the general HR Outlook mailbox and answers the main Human Resources phone number.
• Troubleshoots, researches, and attempts to resolve HR related issues prior to escalating in a professional, service-oriented manner.
• Answers basic human resources related policies and procedures questions. Educates employees and managers of self-service tools and resources that are available, and redirects questions as appropriate if unable to resolve locally.
• In conjunction with the Employment Coordinator, ensures that new employees complete required forms including employment applications, withholdings, CORI, I-9, direct deposit, etc. Assist in preparation of new employee personnel files.
• Ensures that new students, contractors/travelers, and volunteers complete required forms including SEMC Safety Quiz, Privacy Agreement, and Cultural Competencies Quiz, and then hands out ID Badge forms.
• Responsible for the New Hire Orientation Cart, consisting of New Hire Packets, badge reels, pens, agendas, etc.
• Coordinates employee programs such as the MBTA pass program. Maintains applications, submits orders, and the monthly invoice to Accounts Payable, and distributes passes on a monthly basis.
• Distributes various forms including direct deposit forms, PTO Payout forms, tax forms, change of address forms, etc.
• Acts as office manager to monitor the common HR areas to ensure a professional appearance; liaison with Facilities; pick up, deliver, opens and/or sorts mail, and distributes to appropriate individuals.
• Maintains supplies, forms, etc and places orders with WB Mason, or Fenway Printing as needed.
• Assists the HR Advisors with union information requests and is responsible for the new hire and exit survey.
• Acts as a back-up to the Employment Coordinator and HR Administrator when needed.
• Provides administrative support to the HR Vice President and the HR Advisors.
• Seeks out professional development opportunities and continually upgrades HR technical expertise.
• Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment.
  • Commits to recognize and respect cultural diversity for all customers (internal and external) in accordance with the Steward Mission and vision statements.
  • Communicates effectively with internal and external customers with respect of differences in cultures, values, beliefs and ages, utilizing interpreters when needed.
• Performs other duties as assigned.

REQUIRED KNOWLEDGE & SKILLS:

(Examples: Ability to work independently and take initiative; Good judgment and problem solving skills; Communication skills; Interpersonal and organizational skills; Level of confidentiality)

• Strong customer-service orientation.
• Solid communication and interpersonal skills.
• Prior experience working with HRIS, and other computer databases, word processing and spreadsheet programs.
• Must possess strong organizing and prioritizing skills.
• Ability to self-motivate while working as part of an HR team, and handle multiple priorities within specific deadlines.

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

1. Education: Minimum of an Associate's Degree preferred, H.S. Diploma required.
2. Experience (Type & Length): 2-3 years of related Human Resources and office administration experience, i.e. office work in a customer service environment preferably within Human Resources.
3. Certification/Licensure:
4. Software/Hardware: Strong proficiency with Microsoft products required: Outlook, Word, Power Point, etc. Advanced Excel skills desired.
5. Other: