HR & Administrative Operations Assistant

About the Role

Join a dedicated team making a difference in public health! We are seeking a proactive, detail-oriented HR & Administrative Operations Assistant to support the daily human resources operations of a leading New York state psychiatric research facility. If you thrive in a fast-paced environment, love keeping systems organized, and are ready to hit the ground running, this is an excellent opportunity to gain high-volume HR and administrative experience.

You will be joining a collaborative and supportive HR team of six within a world-class state health research institution. In this role, you will serve as a key administrative backbone for the office, regularly supporting behind-the-scenes operations and occasionally interacting with a broader workforce of over 500 employees when they drop by the office.

Responsibilities

• Maintain and process employee time and attendance, including auditing sign-in/out sheets, generating timesheets, and tracking calendar submissions in SharePoint.
• Communicate directly with employees and department supervisors to resolve timesheet, calendar, or documentation deficiencies in a timely manner.
• Support employee probation and annual performance evaluation tracking by auditing files, conducting supervisor outreach, and organizing submitted reports.
• Assist with onboarding new hires by gathering, reviewing, processing, and filing required employment documentation.
• Provide general administrative and clerical support to HR administrators, including scheduling, answering phones, mail distribution, and heavy file management.

Requirements

• Strong office/clerical experience with a "hit the ground running" attitude and excellent organizational skills.
• Proficiency in the Microsoft Office Suite (Word, Excel, and Outlook required; exposure to SharePoint is a plus).
• Previous experience with data entry, paper management, or time and attendance tracking preferred.
• Excellent written and verbal communication skills to effectively coordinate with staff and supervisors.
• Ability to handle confidential employee files with high accuracy and discretion.

Applicants must possess work authorization that does not require sponsorship for a visa now or in the future.

Benefits

• Comprehensive medical, dental, and vision insurance coverage available from the first day of the month following 60 days of employment.
• 403(b)-retirement plan participation available.

Qualified applicants with chronic medical conditions and/or disabilities receive priority placement.

Pay

$25.00/hour

Schedule

• Monday – Friday, 37.5 hours per week.
• Flexible window between 8:00 AM – 6:00 PM; earlier start time preferred (e.g., 8:30 AM – 4:30 PM).
• Length of engagement: Through September 2026 with possible extension.

Paid weekly through direct deposit.

Location

Onsite in New York, NY (Note: No free parking available onsite).