The Human Resources Assistant provides essential administrative and operational support to the Talent Management & Culture department, ensuring efficient service delivery to employees, applicants, and the public. Serving as the first point of contact for the HR office, this position projects a welcoming, professional, and helpful presence—whether greeting visitors in person, responding to calls or emails, or assisting colleagues. The HR Assistant plays a key role in maintaining compliance with employment processes while upholding a positive and service-oriented experience for all stakeholders.

• Serve as the front-facing representative of the HR office, creating a positive first impression for all visitors, callers, and email inquiries.
• Demonstrate a professional, approachable, and resourceful demeanor that reflects the values of Talent Management and Culture.
• Ensure that all interactions, whether in person, by phone, or electronically, are handled promptly, courteously, and with a commitment to excellent service.
• Answer and route multi-line telephone promptly and professionally, ensuring accurate message taking and courteous service to employees, applicants, and the public.
• Greet and assist visitors by providing information on HR services, policies, and procedures; connect them with the appropriate staff member or resource to ensure efficient resolution.

• Provide basic administrative support to the Senior Advisor and Associate Vice President for Talent Management and Culture, including calendar management, scheduling meetings, and preparing routine correspondence.
• Create and issue ID badges to new employees, students, volunteers, temporary staff, residents and visitors, ensuring accuracy and a positive onboarding experience.
• Monitor and manage the VHS-HR email box, providing timely, accurate, and service-oriented responses to inquiries or routing them to the appropriate HR functional area.
• Support departmental operations through processing employment verification requests, opening and routing mail and faxes, paying invoices via the eVA Procurement System, and ordering supplies for the department and badging system.
• Maintain employee records by filing processed documents into employees Banner Document Management (BDM) and ensuring confidentiality, accuracy, and compliance with recordkeeping standards.

• Update cash journals for credit card sales (to include cash handling for replacement ID badges and HRT Go passes).
• Coordinate the VHS Volunteer Process, ensuring timely communication, documentation, and onboarding in accordance with university policy.
• Coordinate new hire processes, including I-9 verification, review and approval of onboarding documentation, and facilitation of employee name and address changes as needed.
• Responsible for coordinating student orientation badging.
• Assist as needed in areas such as Talent Acquisition or HR Operations, to include data entry and HR systems management.
• Uphold a positive and professional image of the HR department through reliable attendance, polished communication, and a customer service mindset in all interactions.

REQUIRED

• Experience in a high-volume administrative office.
• Intermediate to expert proficiency in Microsoft Office (Word, Excel, Outlook) with familiarity with office equipment. Must be detail oriented.
• Email and calendar management tools

PREFERRED

• Associate or bachelor’s degree in human resources, business administration management, or a related field.
• HR-related certification such as PHR or SHRM-CP.
• Customer service & communication skills.
• Conflict resolution and active listening skills.
• Familiarity with basic employment law (e.g. confidentiality, privacy and records management).
• Strong organizational and time management skills, attention to detail and accuracy in data entry and document management.
• Effective interpersonal and customer service skills, and proficient in written communication, including grammar and formatting.
• Maintain confidentiality and handle sensitive information with discretion.
• Work collaboratively with HR team members and other departments.
• Adapt to changes in process, policy, and technology.
• Prioritize and execute work independently with minimal supervision.