HR Assistant

HCM Job Title HR Assistant

Department Human Resources

Team Human Resources Director

Position Reports To Human Resources Director

FLSA Status Non-Exempt

GENERAL SUMMARY:

The Human Resources Assistant serves as the primary coordinator for day-to-day Human Resources administration activities at the community. Working closely with the Human Resources Director and Professional Employer Organization (PEO), this position supports recruiting, onboarding, employee records management, HRIS administration, compliance tracking, training administration, employee communications, and engagement initiatives. The HR Assistant ensures that employment-related records, processes, and documentation are accurate, timely, and compliant with company policies and applicable regulations. This position serves as a key resource for employees seeking assistance with HR systems, employment documentation, training requirements, and general Human Resources inquiries.

ESSENTIAL JOB DUTIES

Recruitment & Talent Acquisition Support

• Maintain all active job postings through the Applicant Tracking System (ATS), online job boards, community bulletin boards, and internal posting locations.
• Monitor applicant flow and assist with candidate communications throughout the hiring process.
• Coordinate interview scheduling between candidates and hiring managers, as needed.
• Assist with recruitment events, job fairs, hiring campaigns, and community outreach activities.
• Prepare offer letters and onboarding documentation as directed by the Human Resources Director.
• Maintain candidate records within the ATS.
• Provide weekly recruitment updates and candidate status reports to department leaders and the Human Resources Director.
• Coordinate ordering and distribution of recruitment materials, promotional items, and hiring event supplies.
• Track recruiting metrics including open positions, applicant flow, interview activity, and hiring progress.
• Maintain recruitment files and documentation in accordance with company record retention requirements.

Onboarding & Employee Records Administration

• Coordinate all onboarding activities for newly hired employees.
• Facilitate and coordinate New Hire Orientation.
• Ensure all required pre-employment requirements are completed and documented before an employee's start date, including:
• Criminal background checks
• Drug screenings
• Health screenings
• Abuse registry checks
• Professional license verification
• Employment eligibility verification
• Complete HRIS data entry for all new hires and employee status changes.
• Process and maintain records related to:
• New hires
• Promotions
• Transfers
• Wage changes
• Leaves of absence
• Terminations
• Maintain employee personnel files in accordance with company policies, federal regulations, and New York State requirements.
• Maintain Form I-9 records separately and in compliance with federal requirements.
• Ensure employee records remain complete, current, secure, and confidential.
• Conduct routine audits of personnel files, I-9 documentation, licenses, certifications, and HRIS records to ensure accuracy and compliance.
• Coordinate employee offboarding activities, including collection of company property, exit documentation, and notification of system access changes.

HRIS & Employee Support

• Maintain accurate employee information within the HRIS and PEO systems.
• Assist employees with using:
• PEO Portal
• Timekeeping systems
• Benefits access systems
• Relias
• SAGECare
• Other designated employee technology platforms
• Respond to routine employee inquiries regarding HR processes and direct employees to appropriate resources when necessary.
• Process employment verification requests with approval and employment-related documentation.
• Assist employees with system access issues and general HR-related questions.
• Communicate employment process changes and reminders to employees and managers as directed.
• Review HR related employee data for accuracy and report discrepancies to the Human Resources Director and/or PEO.
• Prepare routine HR reports and workforce data reports as requested.

Training, Licensure & Compliance Tracking

• Maintain employee training records within Relias, SAGECare, and other designated learning management systems.
• Monitor completion of required trainings and communicate deadlines to employees and department leaders.
• Track and monitor employee licenses, certifications, and professional credentials.
• Notify employees and supervisors regarding upcoming expiration dates and renewal requirements.
• Run reports related to compliance, training completion, certifications, and licenses.
• Maintain records necessary to support compliance with company, state, and federal requirements.
• Assist with preparation and organization of documents required for regulatory surveys, audits, accreditation reviews, and inspections.
• Maintain documentation of annual compliance requirements, as needed.

Employee Engagement & Recognition

• Assist with planning and coordinating employee engagement programs and activities.
• Support employee recognition initiatives, appreciation events, wellness programs, and retention efforts.
• Coordinate employee communications related to HR programs and events.
• Maintain inventory and ordering of employee gifts, recognition items, orientation materials, and branded merchandise.
• Maintain employee recognition tracking, including anniversaries, service awards, milestones, and appreciation programs.
• Assist the Human Resources Director with employee engagement surveys and retention initiatives.

GENERAL RESPONSIBILITIES

• Demonstrate and uphold the organization's hospitality culture in all interactions with residents, employees, applicants, families, vendors, and guests.
• Maintain strict confidentiality of employee, resident, applicant, and community information.
• Follow all community policies, procedures, and safety standards.
• Complete assignments accurately and within established deadlines.
• Attend required meetings, training programs, and in-service education sessions.
• Work collaboratively with department leaders and team members.
• Maintain a professional appearance and conduct at all times.
• Demonstrate dependable attendance and punctuality.
• Perform additional duties and special projects as assigned by the Human Resources Director or Executive Director.

EXPERIENCE & EDUCATION REQUIREMENTS

• Associate's Degree required; Bachelor's Degree preferred.
• Minimum of three (3) years of experience in Human Resources, recruiting, business administration, or a related field.
• Experience supporting recruiting, onboarding, HRIS administration, and/or employee records management preferred.
• Previous experience in healthcare, senior living, hospitality, or a highly regulated environment preferred.
• Experience working with a Professional Employer Organization (PEO) preferred.

QUALIFICATIONS

• Ability to communicate effectively, both verbally and in writing.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and maintain accuracy in a fast-paced environment.
• Ability to maintain confidentiality and exercise good judgment.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience using HRIS, ATS, and learning management systems preferred.
• Ability to work independently while maintaining strong teamwork and collaboration.
• Ability to learn and effectively utilize new technology systems.
• Commitment to providing excellent service to employees, applicants, residents, and visitors.

PHYSICAL REQUIREMENTS

Equipment Used

• Personal computer
• Telephone
• Printer/copier/scanner
• Calculator
• Cell phone
• Postage machine
• Digital camera
• iPad/tablet
• Other office equipment as required

Physical Activities

• Frequently sit, stand, walk, bend, reach, and use hands for keyboarding and office tasks.
• Occasionally lift, carry, push, or pull up to 20 pounds.
• Occasional bending, stooping, reaching, and twisting.

Physical Demand Level

• Light work: Exerts up to 20 pounds of force occasionally and/or a negligible amount of force frequently to perform office-related responsibilities.

SENSORY / COGNITIVE REQUIREMENTS

The employee must be able to:

• Read and interpret policies, procedures, reports, and employment documents.
• Prepare and maintain records and written documentation.
• Process information accurately and maintain attention to detail.
• Communicate effectively with employees, applicants, residents, families, vendors, and community leadership.
• Recognize auditory alarms, telephones, announcements, and workplace communications.

PROFESSIONAL BEHAVIOR REQUIREMENTS

• Demonstrate professionalism, diplomacy, and sound judgment.
• Maintain composure while interacting with individuals experiencing stress, frustration, or emotional situations.
• Treat all individuals with dignity, courtesy, and respect.
• Uphold employee confidentiality and professional ethics at all times.

ENVIRONMENTAL / OCCUPATIONAL EXPOSURES

• Office environment within a senior living community.
• Minimal exposure to infectious diseases or hazardous materials.
• May occasionally enter resident care areas while performing job responsibilities.
• Must follow all community safety and infection prevention procedures.

INCLUSIVE AND COLLABORATIVE CULTURE

We are dedicated to promoting diversity, equity, and inclusion. Diversity is the commitment to a community of equity and access through the acceptance of all aspects of human difference. This includes but is not limited to age, disability, race, ethnicity, gender, gender expression and identity, language heritage, national origin, sexual orientation, religion, socioeconomic statues, status as a veteran and worldview. Broadview at Purchase College is proud to be SAGE CARE certified, and all employees will be provided SAGE CARE training. Broadview at Purchase College is committed to integrating various cultural and social perspectives to engender excellence and to creating a collaborative culture in order to provide an exceptional experience for every employee and resident.