Administrative Assistant - HR

1.0 FTE, 80 Hours Per Pay Period
Hours: Monday through Friday 7:30am to 4:00pm

The Human Resources Assistant facilitates courteous, timely, confidential support for our walk in and phone-based connections with our caregivers, volunteers, and applicants. This role executes processes in the areas of database entry and maintenance, recruitment and onboarding, benefit administration, employee events, and learning and development. This role performs its duties onsite in our Human Resources department.  

Essential Duties & Responsibilities:

The Human Resources Assistant is assigned primary areas of responsibility but will be asked to cross train to assist peers in the HR, Continuous Systems Improvement (CSI) and Learning and Development areas.  This caregiver: 

1. Is the first contact for many at the Human Resource desk and will have the responsibility of answering phone calls, emails and in person inquires.
2. Is responsible for all administrative duties around new caregiver onboarding set-up.  
3. Performs changes and updates within the Human Resources systems – primarily UKG and benefit vendor sites.
4.  Provides administrative support for our learning management system – HealthStream.
5. Answers basic Human Resources related questions in a timely, professional and quality manner to potential and current caregivers.
6. Completes all non-financial employment verifications that are properly submitted into the Human Resources Department.
7. Supports and maintains our security processes for our badge system and supplies.
8. Coordinates experiences for job shadow requests, internship requests and students.
9. Ensures compliance of Human Resources Employee Record documentation in personnel files (I-9’s, performance management and benefit) according to federal and state laws and Winona Health policy and procedure.
10. Processes separations of employment.
11. Manages the license verification and recertification process for Nursing, Allied Health and other professional positions.
12. Collaborates with departments to support the execution of a variety of events, such as national hospital and long-term care week, the service awards celebration, learning and development events, etc.
13. Performs other duties as assigned. 

Skills and Experience: 

1. Two years' experience in an office or administrative setting required.
2. Prior experience managing files, records, documentation or data preferred.
3. Strong MS Office skills – Teams, Word, Excel, Power BI, PowerPoint, Outlook preferred
4. Prior experience in Learning and Development, payroll and/or Human Resources setting, preferred.
5. Experience with UKG systems preferred. 

Work Environment: 

This position is located onsite at Winona Health. Winona Health Human Resources is a fast- paced environment with frequent interactions with employees, managers, administration and outside representatives. This position requires the ability to work independently and interdependently with a variety of people including staff, managers, directors, physicians, and outside representatives and vendors. 

Required Work Schedule: 

Typically works standard business hours. Must be flexible for occasional meetings/assignments outside of standard business hours including weekends 

Internal Applicant Policy:

It is the policy of Winona Health to work with employees in an equitable fashion regarding promotions, transfers, and position reclassifications.
 
Any employee wishing to apply for another available position at Winona Health must submit an application for consideration through the internal application portal. Employees requesting to change positions should have successfully completed at least six (6) months in their current position. Employees currently in the formal disciplinary process may be required to meet with the Director of Human Resources to determine eligibility to request transfer. The employee’s past performance, experience, training and qualifications will be considered in transfer/hiring decisions. Consideration for transfer or promotion is not a guarantee of transfer or promotion. Employees may be given a chance to interview for a position when they meet the minimum position qualifications.

Disclaimer:

Winona Health is an equal opportunity employer. Winona Health does not refuse to hire, discharge, or discriminate against a person with respect to tenure, compensation, terms, upgrading, conditions, facilities, or privileges of employment because of race, color, creed, religion, sex, age, national origin, marital status, genetic information, status with regard to public assistance, membership in a local discrimination commission, sexual orientation, disability, veteran status, or any other prohibited basis of discrimination under applicable local, state, or federal law. Winona Health does not tolerate retaliation against any employee, patient/resident, physician, or other individuals pursuing concerns regarding Civil Rights issues. Winona Health adheres to ALL pertinent governmental policies and legislation including the Civil Rights Act of 1964, Title VII, as amended, and the Minnesota Human Rights Act.