Human Resources Assistant

Wellvana is seeking a highly organized, detail-oriented, and people-focused Human Resources Assistant to provide administrative and operational support to the Human Resources/People & Culture team.

The HRA will assist with employee records, onboarding and offboarding, recruiting coordination, scheduling, HR documentation, benefits administration, employee communications, data entry, and other people-related activities.

The ideal candidate is professional, approachable, discreet, organized, and comfortable handling confidential employee information. This position requires excellent attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced healthcare organization.

Essential Responsibilities

• Provide administrative support to the Human Resources/People & Culture team.
• Maintain accurate and confidential employee records.
• Assist with employee onboarding and offboarding processes.
• Prepare and organize new-hire documentation.
• Coordinate onboarding schedules, meetings, orientations, and training.
• Ensure required onboarding documents are completed and maintained.
• Assist with background-check and pre-employment processes as applicable.
• Update employee information in HR information systems (HRIS).
• Assist with employee status changes, transfers, promotions, and other personnel updates.
• Maintain organizational charts, employee lists, and HR databases.
• Assist employees with routine HR questions and direct complex questions to the appropriate HR team member.
• Coordinate interviews and communicate scheduling information with candidates and hiring managers.
• Post job openings and assist with recruiting administration.
• Maintain applicant and recruiting records.
• Assist with benefits enrollment and employee benefits-related administrative tasks.
• Help distribute HR communications, policies, announcements, and employee resources.
• Assist with maintaining employee handbooks, forms, policies, and other HR materials.
• Track required employee training and certifications.
• Assist with employee engagement activities and company events.
• Prepare HR reports, spreadsheets, and presentations.
• Perform data entry and conduct routine data-quality checks.
• Assist with payroll-related administrative tasks and provide information to payroll teams as needed.
• Maintain accurate records of time-off, employee changes, and other HR-related information.
• Assist with HR projects, audits, and compliance activities.
• Monitor HR inboxes and route employee requests appropriately.
• Maintain confidentiality of employee, payroll, benefits, and company information.
• Follow all applicable employment laws, company policies, privacy requirements, and HR procedures.
• Perform other duties and special projects as assigned.

Employee Support

The Human Resources Assistant may serve as an initial point of contact for employees regarding routine HR matters.

Responsibilities may include:

• Responding to general employee questions.
• Providing information about HR policies and procedures.
• Directing employees to appropriate benefits or HR resources.
• Assisting employees with forms and HR processes.
• Helping employees navigate onboarding and offboarding procedures.
• Escalating sensitive or complex employee matters to the appropriate HR professional.
• Maintaining a professional, respectful, and service-oriented approach.

The HRA should not provide legal, medical, or other professional advice outside the scope of the position.

Recruiting Support

The HRA may assist the recruiting team with:

• Posting and updating job opportunities.
• Reviewing applications for administrative completeness.
• Scheduling interviews.
• Communicating with candidates.
• Coordinating interview logistics.
• Maintaining applicant records.
• Preparing recruiting reports.
• Supporting background-check and pre-employment processes.
• Coordinating new-hire paperwork.

Onboarding and Offboarding

Onboarding

• Prepare new-hire paperwork and onboarding materials.
• Coordinate orientation schedules.
• Ensure required forms are completed.
• Assist with HRIS setup.
• Coordinate with IT and other departments regarding new-hire needs.
• Track completion of required training.
• Maintain accurate employee documentation.

Offboarding

• Assist with termination and resignation documentation.
• Coordinate exit-related administrative tasks.
• Update employee records.
• Coordinate with payroll, benefits, IT, and management as appropriate.
• Maintain appropriate confidentiality throughout the process.

HR Data and Records

• Enter and maintain employee information in HR systems.
• Review HR records for accuracy and completeness.
• Update employee information when changes occur.
• Maintain electronic and physical personnel records as applicable.
• Prepare routine HR reports.
• Track employee data and required documentation.
• Assist with HR audits and data-quality initiatives.
• Protect confidential employee information.

Confidentiality

The Human Resources Assistant will have access to sensitive information, including employee records, compensation information, benefits information, personnel documentation, and potentially other confidential business information.

The employee must:

• Maintain strict confidentiality.
• Access information only when authorized and required.
• Follow company privacy and information-security policies.
• Properly store and dispose of confidential records.
• Avoid discussing confidential employee matters with unauthorized individuals.
• Follow applicable employment and privacy requirements.
• Report potential privacy or security concerns according to company procedures.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, human resources, office, customer service, or related experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail.
• Ability to maintain confidential information.
• Proficiency with computers and standard office software.
• Ability to manage multiple priorities and deadlines.
• Strong interpersonal and customer-service skills.
• Ability to work independently and collaboratively.
• Professional judgment and discretion.

Preferred Qualifications

• Associate's or bachelor's degree in Human Resources, Business Administration, or a related field.
• 1–3 years of HR or administrative experience.
• Experience working with an HRIS.
• Experience with applicant tracking systems (ATS).
• Experience in healthcare or another regulated industry.
• Familiarity with employment-related documentation and HR processes.
• Experience supporting employee benefits administration.
• Experience working in a remote or hybrid organization.

Technology Skills

The HRA should be comfortable using:

• HR Information Systems (HRIS)
• Applicant Tracking Systems (ATS)
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Google Workspace
• Electronic document-management systems
• Video-conferencing platforms
• Internal communication systems

Core Competencies

• Confidentiality and discretion
• Organization
• Attention to detail
• Communication
• Customer service
• Time management
• Problem-solving
• Data accuracy
• Professionalism
• Teamwork
• Adaptability
• Accountability
• Initiative
• Follow-through

Performance Expectations

Performance may be evaluated based on:

• Accuracy of employee records.
• Timely completion of HR administrative tasks.
• Quality and accuracy of data entry.
• Responsiveness to employee and candidate requests.
• Successful coordination of onboarding and recruiting activities.
• Confidentiality and appropriate handling of sensitive information.
• Compliance with company policies and HR procedures.
• Communication and professionalism.
• Ability to meet deadlines.
• Collaboration with the People & Culture team and other departments.

Working Environment

This position may be performed in an office, hybrid, or remote environment depending on business requirements.

The HRA may spend significant portions of the workday:

• Working at a computer.
• Communicating with employees and candidates.
• Managing confidential documentation.
• Participating in virtual and in-person meetings.
• Coordinating multiple administrative tasks.
• Working with HR systems and databases.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to use a keyboard, mouse, telephone, and standard office equipment.
• Ability to read information displayed on a computer screen.
• Ability to communicate effectively with employees, candidates, and management.
• Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.

Compensation and Benefits

Benefits may include healthcare coverage, paid time off, retirement benefits, professional-development opportunities, and other benefits offered by Wellvana, subject to eligibility and applicable company policies.

Equal Employment Opportunity

Wellvana is committed to providing equal employment opportunities to qualified individuals and maintaining a professional, respectful, and inclusive workplace.

Disclaimer

This job description describes the general nature and level of work expected for the Human Resources Assistant position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Responsibilities may change based on business needs.