Human Resources Specialist

This position is 100% onsite.

Schedule: Monday-Friday, 8:30am-5:00pm

General Purpose of Job:

The Human Resources Specialist provides administrative and operational support to the Human Resources Department, working closely with the Senior HR Director and HR leadership. This role plays a key part in supporting HR operations, coordinating policies and contracts, assisting with employee events and special projects, and ensuring smooth day-to-day department functions. The ideal candidate is highly organized, detail-oriented, and trusted with confidential information.

Essential Duties and Responsibilities:

Maintains strict confidentiality and adheres to hospital policies, procedures, and compliance standards at all times.

Assists Human Resources Sr. Director & Managers

• Provide administrative and clerical support to the Senior HR Director and HR Managers

• Coordinate HR policy and employee handbook reviews

• Maintain calendars, schedules, and meeting coordination for HR leadership

• Prepare HR correspondence, memos, flyers, calendars, and other materials

• Route incoming mail and calls to appropriate HR staff with professionalism and discretion

• Draft and format HR documents and printed materials as requested

Employee Activities/Functions/Events

• Assist with planning, coordinating, and supporting employee events and initiatives, including service awards, retirements, hiring events, SHRM activities, and holiday events

• Coordinate logistics with internal teams and external vendors (reservations, supplies, services)

• Schedule meeting rooms and complete setup requests for employee events and functions

• Support communication and timely notifications related to HR events and activities

• Maintain records and files related to employee events and HR initiatives

Clerical Responsibilities

• Process invoices, check requests, and requisitions for the HR department, ensuring proper documentation

• Maintain HR files, contracts, purchase orders, and related documentation

• Coordinate travel arrangements and reimbursements for HR staff

• Assist with Kronos time and attendance maintenance, including corrections and verifications

• Support employment verification requests and responses to legal inquiries (e.g., subpoenas)

• Ensure required labor law posters are current and posted across all hospital and clinic locations

• Request IT resources for HR staff and departmental meetings

• Maintain HR organizational charts and prepare reports or data pulls from Workday, as requested

Budget Responsibilities

• Monitor HR expenses and assist with monthly expense reconciliation

• Support the Senior HR Director with annual budget preparation

• Reconcile monthly HR credit card statements

Front Office Operations

• Provide backup support for HR front office operations, including new hire processing and badge issuance

• Assist with onboarding and training of new HR Assistants or Clerks, as needed

• Maintain staffing schedules for the satellite HR office to ensure adequate coverage

Education and/or Experience:

• Associate's degree (A. A) Or equivalent from two-year College or technical school; or one year related experience and/or training; or equivalent combination of education and experience, preferably in Human Resources.

• Strong organizational skills, attention to detail, and ability to handle confidential information

• Proficiency with Microsoft Office; HR systems experience preferred (Workday a plus)