Administrative Assistant - People Services

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.

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.
    

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.