Administrative and HR / Recruiting Specialist

Administrative Duties

• Maintain office supplies and inventory of paper products; reorder as needed.
• Collate and distribute incoming/outgoing mail; manage and maintain postage meters.
• Maintain document retention systems in compliance with company policies.
• Coordinate catering and logistics for office meetings, board meetings, and company events.
• Handle light errands such as dry-cleaning drop-off and pick-up.
• Manage calendars, schedule meetings, and provide general administrative support to executives or departments.
• Update and maintain administrative policies and procedures as directed by the Director of Operations (DOO).
• Type provider letters and patient discharge letters as needed.
• Ensure front office and shared spaces are clean, organized, professional, and well-stocked.
• Greeting and assist visitors, answer phones, and handle general inquiries.
• Draft and distribute the monthly company newsletter; prepare employee birthday and anniversary cards.
• Answer patient phone calls and provide assistance as appropriate.
• Support organization and logistics of staff training classes and company events.

Human Resources Support

• Facilitate new employee onboarding: prepare onboarding packets, coordinate equipment, and schedule orientations.
• Maintain and update confidential employee records and files.
• Assist with administration of employee benefits, leave tracking, and compliance documentation.
• Support communication and updates related to employee handbooks and HR policies.
• Track and record employee time-off requests and maintain attendance logs.
• Coordinate and assist with employee engagement initiatives (e.g., events, recognitions, wellness programs).
• Ensure HR processes align with labor laws and internal policies under the guidance of DOO or HR.
• Conduct full onboarding for new hires, ensuring compliance and completion of all checklist items.

Recruiting Responsibilities

• Post job openings on job boards, websites, and social media platforms.
• Review resumes and screen potential candidates.
• Schedule and coordinate interviews with hiring managers and interview panels.
• Create new hire packets and assist with onboarding materials.
• Prepare letters, conduct reference checks, and manage documentation for new hires.
• Maintain the Applicant Tracking System (ATS) or shared recruitment tracking sheets.
• Communicate with candidates regarding interview logistics, application status, and next steps.
• Support employer branding and recruitment marketing efforts (e.g., job fairs, social media posts).

Marketing and Social Media

• Update and maintain company website content.
• Maintain and post weekly updates on company social media platforms.
• Keep Google business pages current for all providers.

Employee Relations & Engagement:

• Serve as a point of contact with employees, addressing basic HR-related inquiries and escalating issues as needed.
• Assist in organizing employee engagement activities, training sessions, and company events.
• Help foster a positive company culture by promoting employee wellness programs, recognition initiatives, and team-building activities.
• Support management in addressing employee concerns, conflicts, or performance issues by coordinating feedback sessions or meetings.

Compliance & Reporting:

• Ensure adherence to federal, state, and local labor laws, as well as company policies and procedures.
• Assist in the preparation and maintenance of compliance-related documentation and reports.
• Support annual audits and help with the preparation of documentation required for regulatory purposes.

Other Duties

• Assist team leaders with other projects assigned by supervisor.
• Perform other duties as assigned.

• Education: Bachelor’s degree in human resources, Business Administration, or a related field, or equivalent work experience.
• Experience: At least 2-3 years of experience in HR, recruitment, or administrative support.
• Skills:
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HRIS software.
  • Knowledge of HR policies, employment laws, and best practices.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong attention to detail and problem-solving skills.

Preferred Qualifications:

• SHRM-CP or PHR certification (or equivalent HR certification).
• Experience with applicant tracking systems (ATS) and HRIS platforms.
• Familiarity with labor laws, payroll processing, and benefits administration.

License/Certifications: See Preferred Qualifications

Language Skills:  English required

Other Skills: Prior recruiting experience in a healthcare setting.  Experience coordinating company events or executive meetings.

Expected Hours of Work:  Monday thru Friday – 40 hours per week

Personal Protective Equipment: Must be able and willing to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

Supervisory Responsibility:   None

Travel: To all offices as needed