HR Administrative Assistant
Regions Hospital - Saint Paul, MN

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Established in 1872, Regions Hospital is a private, not-for-profit organization. The hospital provides health care services in St. Paul and its surrounding communities, as well as for patients who come from throughout Minnesota, western Wisconsin and other Midwestern states. Regions is part of the HealthPartners family of care.

Our mission & vision:

Our mission is to improve the health of our patients and community by providing high quality health care which meets the needs of all people.

Our vision is to be the patient-centered hospital of choice of our community.

HR Administrative Assistant

Description:
Under the direction of the Director of Human Resources, this position will provide administrative support to the Director of Human Resources, Manager of Organizational and Staff Development and Training Team and performs related duties as assigned. Coordinates department staff meetings and other meetings as requested.

The ideal candidate will have strong attention to detail, be highly organized, skilled at multi-tasking and have the ability to prioritize effectively. Professionalism, flexibility and adaptability are also required. This position requires a high level of confidentiality along with the ability to create ad hoc reports and provide other support as needed. Must be proficient in Microsoft Office and have the ability to effectively and accurately work in Word, Excel, Outlook and Power Point. This role will have extensive calendar management duties.

MAJOR JOB DUTIES AND TASKS:

1. Supports Director of Human Resources and Manager of Organizational and Staff Development

a. Provides general administrative support

b. Maintains Director’s and Manager’s calendars and e-mails on a daily basis

c. Handles all incoming and outgoing mail for Director on a daily basis

d. Files, organizes, and maintains materials as directed

e. Schedules meetings and interviews as requested

f. Prepares PowerPoint presentations as requested

2. Training and Development

a. Registrar for Leadership and Employee Development Programs

b. Interacts with employees and managers on a timely basis on registration needs and maintains registration lists

c. Sends out any necessary pre-work for programs

d. Provides training specialist and program facilitator attendance list prior to session

e. Compiles participant evaluations and summarizes data for distribution

f. Enters participant program attendance in attendance log

g. Completes training functions as needed (i.e. making material packets and books, serving as back up to room set-up)

3. Performs Human Resources duties and special projects as assigned.

a. Schedules departmental staff meetings or other meetings as assigned. Takes staff meeting minutes and distributes them to staff

b. Records retention maintenance and ordering of archived files

c. Copies and sends personnel files requested by employees or law firms after appropriate releases are received including requests from Workers’ Compensation. Appropriately bills for charges as allowed

d. Updates department lists and organizational chart

e. Designs reports, forms, record keeping practices and operating procedures to facilitate departmental functions, as needed

f. Coordinates the set up for human resources new hires as it relates to computer log-ons and telephones

g. Prepares requested information from licensing board subpoenas and human rights charges

h. Generates requested reports and labels

i. Updates and maintains Human Resources intranet site on myPartner

j. Orders office equipment or training materials when requested

k. Performs other duties as assigned

Additional Information:

MINIMUM QUALIFICATIONS:

Education: A minimum of one year of post-secondary education required.

Experience: A minimum of two years of administrative support experience required.

Knowledge, Skills, and Abilities: Knowledge of the organizational structure, programs, operations, and terminology of departments; laws and regulations pertaining to department; general budget and accounting practices and procedures; personnel transaction procedures; type 55 wpm; ability to make independent decisions; interpret department policies and procedures to clients and public. Proficient in Microsoft Outlook including heavy calendar management functionality. Microsoft Word, Excel, and PowerPoint - at least at an intermediate level. Experience with HRIS systems is preferred.