Human Resources Assistant at Jones Memorial Hospital – Wellsville, New York

Position Summary

The Human Resources Assistant (HRA) provides administrative, recruitment support, onboarding assistance, and records management for the Human Resources Department. This position functions as the primary administrative assistant to the Vice President of Human Resources, managing calendars, communications, and scheduling. The HRA also serves as the primary assistant to the Vice President for medical staff recruitment activities, ensures the accurate and timely administration of the performance management system, oversees primary source verification, and manages the administrative processes for employee offboarding. In addition, the position supports the hospital’s volunteer program, maintains HR records and compliance, and delivers exceptional customer service in alignment with the hospital’s mission, vision, and values.

Essential Functions

1. Recruitment & Onboarding Support

• Assists the HR Generalist in recruitment activities by posting positions, screening applications, scheduling interviews, and coordinating communication with candidates.
• Assists in preparing offer letters and onboarding materials for new hires.
• Schedules post-offer requirements such as pre-employment physicals, drug screenings, and POETS testing; communicates with Employee Health and appropriate managers.
• Oversees primary source license verification, professional registration checks, and excluded party database searches in compliance with applicable regulations.
• Accurately enters recruitment and onboarding data into the HRIS (Meditech) and ensures timely updates to personnel records.
• Assists the VP of HR with medical staff recruitment activities, including scheduling, travel coordination, candidate correspondence, and interview preparation.

2. HR Records, Compliance, Performance Management & Offboarding

• Maintains accurate personnel records in both paper and electronic formats.
• Oversees the administrative management of the hospital’s performance management system, including tracking due dates, sending reminders, and ensuring timely completion.
• Updates employee performance appraisal dates, wage changes, and payroll deductions in Meditech.
• Tracks and logs sign-on and recruitment bonuses to ensure accurate and timely payments.
• Manages the administrative aspects of the offboarding process, including voluntary and involuntary separations, ensuring all documentation, system updates, benefit continuation requirements, and final pay processes are completed accurately and in compliance with policy.
• Coordinates exit interviews and ensures all organizational property is returned.
• Maintains confidentiality of all personnel and volunteer records in compliance with hospital policy and applicable law.

3. Administrative Support to the VP of Human Resources

• Manages the VP’s calendar, schedules meetings, screens calls, and coordinates correspondence.
• Prepares presentations, reports, and meeting materials for the VP.
• Coordinates departmental projects, ensuring deadlines are met.
• Acts as liaison between the VP and hospital leadership, staff, and external stakeholders.

4. Volunteer Program Coordination

• Recruits, interviews, and screens potential volunteers; conducts reference and background checks.
• Coordinates pre-volunteer health assessments in compliance with New York State Department of Health requirements.
• Conducts volunteer orientation and placement in collaboration with department managers.
• Maintains volunteer schedules and serves as the primary contact for volunteer program needs.

5. General Administrative Support

• Prepares correspondence, statistical reports, and recruitment materials using Microsoft Office and other applications.
• Serves as the front-line receptionist for the HR office, responding to inquiries from employees, managers, and the public.
• Orders and maintains office supplies and equipment for the HR department.
• Coordinates temporary staffing placements, including agency and seasonal programs.
• Provides exceptional customer service through actions and communication that reflect the hospital’s commitment to quality and care.

6. Other Duties

• Represents the hospital at community events and recruitment activities.
• May adjust schedule or work occasional evenings/weekends based on departmental needs.
• Performs other related duties as assigned by the VP of HR or HR Director.

Qualifications

Education & Experience

• Associate’s degree in Human Resources, Business Administration, or related field preferred; equivalent combination of education and relevant HR experience will be considered in lieu of degree.
• Minimum of two years of administrative or HR support experience, preferably in a healthcare environment.
• Experience supporting senior leadership strongly preferred.
• Associate-level or professional-level HR certification from SHRM or HRCI required within 18 months of hire.

Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with HRIS systems; Meditech preferred.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Knowledge of basic recruitment processes and employment regulations in healthcare.
• Ability to maintain strict confidentiality.
• Demonstrated commitment to customer service and teamwork.