HR Assistant

HR ASSISTANT JOB DESCRIPTION

Title: HR Assistant Job Code: 2112

Status: Full Time Department: Administration

Location: Share Medical Center Supervisor: Human Resources Director

Position Summary

The HR Assistant supports the daily operations of the Human Resources department at Share Medical Center. This position plays an important role in maintaining strict confidentiality, professionalism, and integrity in all employee-related matters. The HR Assistant coordinates employee onboarding, documentation management, benefit enrollments, coordinating meetings, maintaining physician credentialing and appointment files, and employee engagement initiatives while ensuring accurate recordkeeping and compliance with organizational policies and procedures. Through reliable support and respectful interaction with staff, the HR Assistant helps foster a positive and professional workplace environment that supports high-quality patient care.

Required Skills

• Strong organizational and time management skills.
• Ability to handle sensitive and confidential information with professionalism.
• Excellent communication and interpersonal skills.
• Basic computer proficiency, including word processing, spreadsheets, and email.
• Attention to detail and accuracy in recordkeeping.

Qualifications

• High school diploma or equivalent required.
• Previous human resources or administrative experience preferred.
• Current BLS Certification (Must obtain within 90 days of hire-Training provided)

Key Responsibilities

• Assist with new employee onboarding, including coordination of pre-employment screenings, preparation of onboarding materials and conducting new hire orientation.
• Maintain employee personnel files and HR documentation to ensure accuracy, organization, and confidentiality.
• Support employee engagement and appreciation initiatives and activities.
• Assist with coordination of employee benefits for new hire and open enrollment, including enrollment materials and communication with employees.
• Support HR processes related to employee separations and terminations, ensuring appropriate documentation is completed and filed.
• Assist with reviewing and updating job descriptions as needed.
• Provide administrative support to the HR department as needed.
• Assist with maintaining HR records and tracking required documentation for regulatory compliance. Conduct regular employee file audits to ensure compliance.
• Assist with administration communication and filing as needed.
• Prepare and post meeting agendas, packets, and take meeting minutes.
• Coordinate meetings: schedule notifications, meeting meals and meeting documents.
• Maintain meeting documentation: schedules, member information and minute books.
• Compile data for monthly departmental board report.
• Manage Provider credentialing and appointment files maintaining accurate records.
• Manage initial and reappointment applications and communicate approval/disapproval to provider and credentialing team.
• Coordinate and track Provider CME (Continuing Medical Education) reimbursement.
• Ensure compliance with hospital accreditation standards, including utilization of SQSS (Strategic Quality Support System) for compliance tracking.
• Adhere to all hospital policy and procedure, follow HIPAA guidelines, available for duty in the event of a disaster, completes all required educational training and performs other job duties as assigned.

Physical Requirements

• Prolonged periods of sitting and working at a computer workstation
• Occasional standing and walking through administrative offices and hospital departments.
• Ability to communicate effectively in person, by telephone, and electronic communication.
• Ability to read, analyze, and prepare written and electronic documents, including viewing computer screens for extended periods.
• Frequent use of hand and finger dexterity for typing, filing, handling paperwork, and operating standard office equipment.
• Ability to lift, carry, or move office supplies weighing up to 20 pounds occasionally.
• Occasional reaching, bending, or stooping to retrieve files or supplies.

Potential Hazards

• Exposure to hospital-related hazards including blood-borne pathogens, bodily fluids, infectious diseases, x-ray/electromagnetic energy, electric shock, and chemicals. Employees must adhere to all hospital safety protocols, including use of personal protective equipment (PPE) when necessary.