Administrative Assistant- HR

About the role

This position provides administrative support and facilitates efficient operations for the assigned department by performing a variety of clerical and administrative tasks. This position requires in-office presence three days per week.

Responsibilities

• Draft, produce, and complete a variety of correspondence, including documents and emails.
• Enter, track, and report data using spreadsheet software; this may include simple charts or graphs.
• Compile, organize, and submit expense reports and invoices for payment.
• Answer calls and respond to inquiries, take messages, or route calls accordingly.
• Welcome and respond to in-person visitor questions.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions.
• Coordinate and schedule meetings and appointments as needed.
• Coordinate multi-stakeholder collaborative meetings including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff as needed.
• Prepare agendas and schedules for meetings.
• Create or update presentation materials as needed.
• Record and distribute minutes and/or other materials for meetings.
• Assist with travel arrangements.
• Organize and maintain files to assure timely retrieval of information as requested.
• Locate, assemble, edit and summarize material, information and data as requested.
• Maintain office supplies and coordinate maintenance of office equipment.
• Establish and maintain cooperative and productive working relationships with internal and external contacts.
• Propose and implement process improvements.
• Meet deadlines for completion of workload.
• Maintain agreed upon work schedule.
• Demonstrate cooperation and teamwork.
• Provide cross-training on specific job responsibilities.
• Meet identified business goals that contribute to departmental goals.

Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.
• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

Requirements

• Minimum 1 year experience in an administrative support role.
• Preferred: Experience working with clinics, healthcare, or health insurance.
• Preferred: Experience working in human resources.

Skills

• Proficient in Microsoft Office Suite or related software; project management software may be helpful.
• Strong verbal and written communication skills, including business writing skills.
• Strong interpersonal and customer service skills.
• Strong grammar, spelling and proofreading skills.
• Excellent organizational and record keeping skills; strong attention to detail.
• Ability to effectively manage multiple responsibilities with changing priorities.
• Ability to use good judgment and take initiative.
• Ability to work independently and collaboratively.
• Ability to interact with a variety of internal and external customers.
• Ability to build and maintain effective working relationships.
• Ability to work effectively with diverse individuals and groups.
• Ability to learn, focus, understand, and evaluate information and determine appropriate actions.
• Ability to accept direction and feedback, as well as tolerate and manage stress.
• Ability to see, read, hear, speak clearly, and perform repetitive finger and wrist movement for at least 6 hours/day.
• Ability to lift, carry, push, pull and/or pinch small objects for at least 1–3 hours/day.

Working Conditions

• Work Environment: Indoor/Office.
• Member/Patient Facing: No.
• Hazards: May include physical and ergonomic hazards.
• Equipment: General office and computer equipment.
• Travel: May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used.
• Work Location: Office 3 days/week.

Pay

Estimated Hiring Range: $25.92 – $31.68 per hour. Bonus Target: SIP Target, 5% Annual.

Benefits

• Medical, dental, vision, life, AD&D, and disability insurance.
• Health Savings Account and Flexible Spending Account(s).
• Lifestyle Spending Account, Employee Assistance Program, and Wellness Program.
• Discounts and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings).
• Retirement plan with employer contributions.
• Benefits-eligible employees accrue PTO and Paid State Sick Time based on hours worked/scheduled hours and the primary work state.
• Paid holidays, volunteer time, jury duty, bereavement leave, and more, depending on eligibility.
• Non-benefits eligible employees can enjoy 401(k) contributions, Paid State Sick Time, wellness and employee assistance program benefits, and other perks.