Job Details

HR Assistant

The Human Resources Assistant provides entry-level administrative and operational support to a four-person HR team. This role helps keep HR processes organized and responsive by maintaining employee files, tracking benefits changes, processing invoices, supporting HR projects, and assisting with events and logistics. The HR Assistant also serves as a first point of contact for employee questions and routes inquiries to the appropriate HR team member. The HR Assistant reports to an HR leader/manager and works closely with all members of the HR team. This role partners regularly with payroll/finance, benefits vendors, and internal departments to ensure timely, accurate processing and a positive employee experience.

Essential Functions:

• Maintain accurate, confidential employee records (paper and electronic), including filing, scanning, retention, and document control;
• Organize HR department files and shared drives; support audits and information requests by locating and preparing documentation;
• Track benefits changes and life events (new enrollments, changes, terminations) and coordinate submissions with the benefits administrator and/or vendors; follow up to confirm updates are processed;
• Assist with onboarding logistics (new hire paperwork distribution/collection, system access requests as directed, orientation scheduling support);
• Provide first-level HR customer service by responding to general inquiries via email/phone, triaging requests, and escalating sensitive or complex issues appropriately;
• Process HR invoices and purchase requests: collect backup documentation, code/route for approval, track status, and reconcile discrepancies with vendors and finance partners;
• Assist with HR investigations serving as notetaker, compiling documentation, and updating cases in Maxient;
• Support HR projects (e.g., process improvements, policy/handbook updates, surveys) by tracking action items, maintaining project files, and preparing draft communications or reports;
• Assist with HR events and logistics (orientation sessions, trainings, recognition activities) including scheduling, room set-up, materials preparation, catering coordination, and attendance tracking;
• Maintain HR calendars, distribution lists, and trackers; generate routine status updates and ensure deadlines are met.

Additional Functions:

• Assists with event planning;
• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy;
• Perform other duties as assigned by the Vice President of Human Resources or designee.

Essential Characteristics:

• Strong organization and attention to detail; ability to maintain accurate records and trackers.
• Customer-service mindset with professional, tactful communication and sound judgment.
• Ability to handle confidential information with discretion and integrity.
• Proficiency with Microsoft Office/Google Workspace and comfort learning HRIS and vendor portals.
• Ability to manage multiple priorities, follow through on deadlines, and work effectively in a small team.

Minimum Qualifications:

• High school diploma or GED required.
• 0-2 years of administrative, customer service, or HR support experience preferred.
• Demonstrated ability to organize files and maintain accurate data in spreadsheets/trackers.
• Experience processing invoices, expense reports, or purchase orders is a plus.
• Ability to work collaboratively, take direction, and proactively identify administrative needs in a fast-paced environment.

Preferred Qualifications:

• Bachelor's degree in Human Resources, Business, or related field preferred (or equivalent experience).
• Experience with Data Analysis and Reporting.
• Familiarity with Ellucian Banner.

Salary Range: $21.00 to $24.00 hourly