Administrative Assistant - People Services

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Job description

Job Description

The People Services Administrative Assistant serves as the front door facilitator to the People Department-serving leaders, employees, and providers to deliver the Gold Standard employee experience. The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. They also understand the impact of their role on creating a positive experience for all that engage with the People Department its alignment with the health system's mission, vision and values.

Responsibilities

Primary duties and responsibilities include:

• People Services
  • Answers, screens and transfers intake calls.
  • Welcomes and directs visitors and clients.
  • Maintains filing systems as assigned.
  • Retrieves information as requested from records, email, minutes and other related documents.
  • Responds to administrative inquiries and questions.
  • Maintains office supplies and coordinated maintenance of office equipment.
  • Manages and responds to the department physical and electronic mail.
• Talent Acquisition Support
  • Provides a warm welcome to the community by anticipating needs, paving the pathway to the correct connection points, and following up with details and resources for pre-employment inquiries via in person, email or phone contacts.
  • Assist recruiters during the pre-employment period, proactively providing information and paperwork, facilitating community and organizational connections.
  • Responds to support the needs of leaders and employees by answering questions or connecting to experts.
• Onboarding/Off-Boarding Support
  • Initiates and assists in the tracking of the employee off boarding transaction process to ensure completion in timely manner for onboarding and off-boarding processes within multiple electronic platforms.
  • Assists People Development Onboarding team with newly hired St. Peter's employees as needed and the building of new employee's electronic and physical files.
• Employee Relations
  • References policies and procedures to ensure consistent and accurate responses to employee related issues and inquiries, and compliance with practices for accreditation and data integrity.
  • Provides a confidential and safe environment for all volunteers, students, employees and providers, creating relationships which foster confidence in a reliable and resourceful environment with ongoing thought towards innovative ideas in response to the requests of others.
  • Provides accurate and timely information for employment verification requests
  • Processes loan forgiveness applications
  • Intakes and serves as administrator for employee change requests
  • Manages and organizes physical employee files and prepares them for regulatory surveys, inspections and storage.
• Learning & Development Support
  • Assists with electronic and in person meeting coordination to include, scheduling, inviting, taking minutes, arranging follow up and facilitation of connection to resources.
  • Guides leaders, employees and providers to connections of desired resources for support, learning and development.
• Performance System Support
  • Supports requirements for periodic reporting and follow up for leaders, employees and providers in response to scheduled needs or performance excellence requirements.
  • Facilitates connections between People Operations, People Health and Wellness, People Engagement and Communications, People Relations, and Benefits administration.
• Supervisory Responsibilities:
  • May assist in training newly hired or backup administrative assistants.
• Other:
  • May participate in a variety of multi-disciplinary, cross-functional teams to assure highly effective outcomes. This individual strives to continuously develop own capabilities and to maintain knowledge of national trends.

Qualifications

KNOWLEDGE/EXPERIENCE: Two or more years' experience in fast-paced office setting required. Two or more years' experience working with educational processes or human resources processes preferred.

EDUCATION: HR-related Associates degree or a Bachelor's degree and/or equivalent experience preferred.

PandoLogic. Category:Administrative,

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