Human Resources Administrative Associate

Job Description

OPEN UNTIL FILLED

JOB SUMMARY:

The Human Resources Administrative Associate is primarily responsible for providing comprehensive administrative support to the Chief Human Resources Officer (CHRO), while anticipating needs, thinking critically, offering solutions, maintaining a high level of confidentiality, and demonstrating a professional, courteous, and respectful presentation to Agency staff, members of the public (i.e., applicants, community members), vendor and legal partners, etc. Performs a variety of highly specialized, technical, and complex administrative and clerical duties in support of the CHRO while operating in a fast-paced environment. Duties require the use of independent judgment, an understanding of and proper handling of confidential and sensitive information, and an understanding of office workflow system administration and human resources functions and procedures.

ESSENTIAL FUNCTIONS:

• Complete a broad variety of high-level administrative tasks that aides the CHRO including, but not limited to: maintaining the CHRO’s schedule; answering and transferring phone calls, screening when necessary; welcoming and directing visitors; retrieving information from records, email, minutes, and other related documents; coordinating and scheduling meetings and appointments; preparing agendas for the Office of Human Resources team meetings and other meetings regularly chaired by the CHRO, including the calendar and calendar reminders, records and distribution of minutes or other records thereafter within three (3) business days and assisting with follow-up actions; assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with Agency staff and outside parties; maintaining contact lists; making travel arrangements and reservations; completing expense and mileage reports; and maintaining office supplies.
• Manage a functional email and phone message triage system for the CHRO. Conduct daily inbox or message reviews, ensuring that priority emails are answered, or messages are forwarded, as appropriate, or message rules and filters are set for deletion, etc. Coordinate the response to electronic and paper mail, both internal and external to the Agency. Delegate on behalf of the CHRO requests to appropriate Office of Human Resources’ and/or appropriate staff to formulate responses and/or complete assignments. Manage storage/retention system for email communication as outlined in the Library of Virginia standards. Manage CHRO phone calls and messages to ensure prompt reply, and assist with follow-up actions as necessary. Ensure safekeeping of Agency historical and official Human Resources’ records.
• Perform office workflow system administration tasks. Receive, prepare, and store confidential information pertaining to the Agency and its employees. Organize and maintain an efficient filing system, both electronic and paper. Maintain files on all of the CHRO’s activities, team members, Agency staff, etc.
• Serves as communication liaison between the CHRO and internal and external publics. Efficiently and accurately prepare correspondence. This may include letters, presentations, proposals, and/or survey responses both internally and externally. Develop PowerPoint presentations and related presentation materials and graphics, produce reports (edited to appropriate format), and create statistical reports, as requested. Review and edit correspondence for consistency of message, professional style, presentation/format of content, continuity, completeness and accuracy of content, consistent application of Agency brand standards for correspondence, recruitment materials, informational materials, and all external communications, as approved by the CHRO. Assist the CHRO on content for the CHRO’s social media accounts, as related to the Agency and/or the Office of Human Resources, as well as on Agency accounts (e.g., LinkedIn, Facebook, Handshake).
• Assist in the development and review of the Office of Human Resources budget. With limited supervision, review at least monthly the Office of Human Resources fiscal operations to ensure it remains on budget, that correct account coding is being utilized, and that only Human Resources-related items are being charged correctly. Conduct audits of staff time entry and expense reporting to ensure proper coding and timeliness; research any discrepancies and correct them before final approval by the CHRO.
• Develop and maintain database, spreadsheets or other tracking mechanisms with key Human Resources analytics for the Agency. Work with complex information obtained from Human Resources, Finance, and other Agency entities, outside entities, etc. Provide significant data analysis functions, when requested and as needed by the CHRO.
• Perform Office of Human Resources, executive office, and fiscal management assignments that may involve difficult, complex, and responsible work. Conduct independent research as requested. Coordinate data collection and survey response for review and approval of the CHRO. Assist with overseeing contract management of Office of Human Resources related vendors, etc., including gathering information to determine whether contracts will be renewed, renegotiated, or terminated.
• Perform support work and/or serve as a backup/cross trained team member for Office of Human Resources functions. Assist in the update of Human Resources procedures, forms, and provide content summaries of changes for employee communications. Assist in the update of data/production of organization charts for use by the Office of Human Resources and Agency leaders.

OTHER DUTIES: (If Applicable)

• Assist other executive office staff with front-desk receptionist duties when staff are on vacation or otherwise out of the office.
• Participate on various Agency committees, as assigned.
• As assigned, may additionally support the Office of Human Resources exempt-level staff by completing various administrative and clerical tasks, filing documents within the Office of Human Resources file room, etc.
• Perform such other duties as assigned by the CHRO including assisting with special projects that support the effective operation of the Office of Human Resources and the Agency, all conducted in a rapidly changing regulatory environment, healthcare industry, etc.

Job Requirements

QUALIFICATIONS:

• Demonstrated ability and experience in administrative associate/assistant office work, including but not limited to:
  • Knowledgeable in administrative and clerical procedures and systems such as office management, office procedures, and recordkeeping.
  • Excellent interpersonal and customer relations skills.
  • Excellent verbal and written communication skill, including knowledge of and skill in business writing and grammatical usage via multiple media and/or social media channels.
  • Excellent organizational skills and attention to detail.
  • Knowledge of human resources and public relations concepts.
  • Ability to make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects.
  • Demonstrated ability in meeting professional obligations through effective work habits including meeting deadlines, honoring schedules, and coordinating resources and meetings in a timely and effective manner.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
  • Ability to multi-task and keep all project priorities and deadlines organized and in line for completion.
  • Skills in analysis and interpretation of data.
  • Familiarity with budgetary and fiscal management processes.
  • Proficient in Microsoft Office Suite, desktop publishing, and/or related software.
  • Ability to design and edit graphic presentations and materials.
  • Ability to work independently with minimal supervision.
• Demonstrated diplomacy in interpersonal relations and sensitivity to the nature of the job in supporting the Chief Human Resources Officer, including but not limited to:
  • Must possess an extraordinary level of good judgment, attention to detail, initiative, discernment, time management, discretion, and respect for others, while maintaining a highly effective and professional presence.
  • Must completely respect the confidentiality of highly sensitive information, and maintain ethical practice.
  • Ability to maintain the highest level of professionalism, tact, and diplomacy when dealing with complex issues.
  • Ability to maintain courteous, friendly, helpful, respectful, and professional composure with diverse audiences and individuals and groups at all levels of the organization, both internally and externally.
  • Cultural steward with diversity, equity, and inclusion lens/sensitivity.
  • Ability to excel in a fast paced and high volume environment.
• Knowledge of theories, principles, practices, and techniques of human resources management as well as knowledge of federal and state human resources rules and regulations is a plus.
• Business acumen with familiarity with budgetary and fiscal management processes.
• Ability to travel within the Agency catchment area.

EXPERIENCE/EDUCATION REQUIRED:

• An Associate’s degree in Business, Administrative Support Technology, or a related field is preferred; equivalent education and/or experience may be substituted if they support proficiency in the skill set required.
• Three (3) years’ full-time equivalent administrative office operations is preferred. Equivalent, responsible, administrative education, experience, and/or training in an office environment may be substituted if they support proficiency in the skill sets outlined.
• Experience with electronic human resources information system(s) and/or payroll systems is a plus.
• Notary Public within 60 days of hire.
• Valid Driver’s License with a safe driving record.