Human Resources Assistant (48043)

Position Summary:

Under general supervision of the Human Resources Manager, provides comprehensive administrative and clerical support to the Human Resources Department. This role serves as the primary point of contact for employees, applicants, and visitors, ensuring a professional, welcoming, and efficient front desk and reception environment. Greets and assists visitors, determines the nature of business, and appropriately directs and announces individuals to staff. The position is responsible for answering, screening, and routing incoming phone calls, as well as responding to routing inquiries in a timely and professional manner. Supports daily HR operations by managing the flow of correspondence, including receiving, sorting, and distributing mail, maintaining accurate filing systems for personnel records; and assisting with document processing and records management. The HR Assistant also supports office operations through supply coordination and other administrative duties as needed. Additionally, the role contributes to workplace safety and security by issuing, tracking, and collecting employee identification badges, maintaining visitor logs, and ensuring adherence to organizational access protocols. This position upholds the principles of WIHCC’s Vision, Mission, and Value Statements and maintains the highest standards of confidentiality in handling all sensitive and privileged information at all times.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance and punctuality.
• Provides day-to-day administrative and operational support to the HR department to ensure efficient workflow and service delivery.
• Serves as the first point of contact for incoming calls and visitors; professionally answers, screens, and routes calls, takes accurate messages, and directs inquiries to appropriate personnel.
• Greets and assists visitors, determines the nature of business, and notifies appropriate staff while maintaining a professional and courteous demeanor.
• Responds to routine employee and supervisor inquiries regarding HR policies, procedures, and general employment matters, escalates complex issues as appropriate.
• Provides general administrative support to the HR team.
• Maintains strict confidentiality of all employee and organizational information, including personnel records, payroll data, and position management information, in accordance with applicable laws and policies.
• Receives, logs, sorts, distributes, and tracks incoming and outgoing correspondence, including mail, facsimiles, and documents from internal departments and external vendors.
• Coordinates HR related activities and projects, including meetings, training, onboarding sessions, and employee engagement initiatives, and prepares materials and records meeting minutes as needed.
• Facilitates the onboarding process by meeting with on-site new hires to collect required documentation, verifying completeness, and issuing employee ID badges. .
• Collaborates with departments to ensure a seamless and timely onboarding experience for all employees, contractors, and students.
• Ensures all personnel documents is accurately completed, processed, and maintained in compliance with organizational and regulatory standards.
• Supports recruitment functions, including processing employment applications, maintaining applicant records, and assisting with coordination for candidates, contractors and students across WIHCC and DMC.
• Provides support for personnel file management, including the creation, organization, maintenance, and updating of employee files to ensure accuracy, confidentiality, and compliance with organizational policies, regulatory standards, and recordkeeping requirements.
• Assists in payroll and benefits process by compiling and providing relevant data (e.g., bonuses, adjustments, reconciliations) in a timely and accurate manner.
• Responds to basic employee inquiries regarding human resources policies, procedures and business.
• Promotes positive working relationships by interacting professionally and collaboratively with employees, leadership, patients and external partners.
• Requires completion of tasks or duties assigned by a supervisor.
• Provides comprehensive clerical and administrative support to Human Resources key personnel.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCC's Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Demonstrates integrity, cultural awareness, professionalism, and respect in all interactions with employees, patients, visitors, vendors, and regulatory agencies.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.