Administrative and Human Resources Assistant

Published: 6/14/2022

Job Description

Summary

The Administrative & Human Resources Assistant provides administrative support to executive leadership and serves as the primary front-desk presence for Bethany, while also supporting the Human Resources department. This position plays an important role in maintaining efficient administrative processes, welcoming visitors and applicants, supporting daily HR operations, maintaining confidential records, and assisting with employee onboarding.

The successful candidate is organized, dependable, detail-oriented, and committed to providing professional, Christ-centered service as the first point of contact for employees, residents, families, and visitors.

Essential Duties and Responsibilities

The following is an overview of the essential duties and responsibilities of the Administrative & Human Resources Assistant position. The Administrative & Human Resources Assistant is also expected to perform other duties as assigned by the Executive Administrative Director and the Director of Human Resources.

Front Desk & Reception Support

Serve as the primary front-desk presence for Bethany, providing coverage during regular business hours.
Greet and direct visitors, applicants, vendors, and family members in a warm, professional manner.
Maintain visitor sign-in logs and follow facility safety, security, and infection-control procedures for front-entrance access.
Answer, screen, and direct incoming calls professionally, including calls routed through Bethany's phone and communication systems.
Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments.
Maintain a clean, organized, and welcoming reception and lobby area.
Notify appropriate staff promptly of visitor arrivals, deliveries, or front-entrance concerns.

Administrative Support

Provide administrative support to executive leadership as assigned.
Schedule meetings, coordinate conference room use, and maintain calendars.
Prepare correspondence, reports, presentations, and meeting materials.
Maintain office files and administrative records across departments as needed.
Order office supplies and coordinate general office needs.
Provide backup administrative support to other departments during staff absences, as directed.
Assist with special projects and organizational initiatives.

Human Resources Support

Process pre-employment activities, including but not limited to; background checks, physical scheduling, drug screens, TB tests, employment verifications and references.
For applicable positions, ensure that fingerprints are clear before first date of work.
Prepare new hire documents. Assist with onboarding and orientation activities that include but are not limited to; assembling badges, process fingerprint rolls to provide new hourly employees access to use the biometric time clock.
Prepare for new hire orientation by ensuring that the orientation room is booked, appropriate electronic equipment is set up, and if needed order food.
File and maintain hard copy and electronic confidential employee personnel files and HR records.
Enter new hire information into the Human Resources Information System (HRIS), benefits portal, and other applicable systems if needed.
Process employment verifications.
Assist with employee recognition and engagement events.
Monitor required licenses, certifications, and training records.
Support other HR administrative functions.
Assist with tracking SMS/text messaging consent records related to HR communications, consistent with Bethany's SMS Communications Policy.
Always maintain confidentiality regarding employee information.

Customer Service

Serve as a positive first point of contact for employees, residents, families, and visitors.
Respond promptly and courteously to requests for assistance, in person, and by phone.
Demonstrate professionalism and courtesy in all interactions.
Support a welcoming, service-oriented environment consistent with Bethany's mission.

Data Management

Enter and maintain accurate employee and organizational information.
Assist with data entry into HRIS, payroll, and learning management systems.
Prepare reports as requested.
Maintain accurate electronic and paper filing systems.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Maintain strict confidentiality.
Organize and prioritize multiple assignments in a fast-paced environment.
Communicate professionally, both verbally and in writing.
Work independently while supporting a collaborative team.
Demonstrate excellent customer service skills.
Exercise sound judgement and attention to detail.
Maintain accurate records and documentation.
Support Bethany’s mission through positive and professional interactions.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or equivalent required with two years of experience or Associate degree in Business Administration, Human Resources, or a related field with one year of experience. Experience should reflect progressive responsibility providing administrative support and/or front-desk/reception administration.
Previous Human Resources or office administration experience preferred.
Experience working in healthcare, senior living, or a nonprofit organization is desirable.
Experience handling confidential information with professionalism.
Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, and Teams).
Ability to learn new software applications quickly, including HRIS and phone/communication systems.
Must pass all required background checks, as determined in Bethany's discretion.

\nCompany Description

BETHANY provides security, support and care of the highest possible quality, at levels appropriate to each individual’s needs. BETHANY manages and develops resources responsibly to assure excellent standards of service. Bethany Home is licensed as a Multi-Level Retirement Community with Independent living, Assisted living including Memory Care, Skilled Nursing, Adult Day Care and In-Home Care Services.