HR Administrative Assistant

Administrative Assistant

The Administrative Assistant provides clerical and administrative support to the Human Resources and Risk functions and helps support the day-to-day operations of the Association Office. The position also assists with volunteer onboarding and provides scheduling support to the President & CEO and Chief Operating Officer. This is a hands-on support role requiring strong organization, follow-through, confidentiality, and attention to detail.

Essential Functions:

• Provide administrative support for Human Resources and Risk, including maintaining HR systems, records, files, and routine documentation.
• Manage the NJ Working Papers system and assist with other required employment documentation.
• Update and maintain MYOP/HUB staffing information and the HRIS homepage.
• Execute BC-10 documentation and support the background check process, promptly escalating any findings to HR leadership.
• Track and verify required staff training completions in the appropriate training platforms.
• Provide administrative support for injury and incident reporting and ensure serious matters are promptly brought to the attention of HR/Risk leadership.
• Assist with volunteer onboarding, including required paperwork, background checks, training documentation, and tracking.
• Provide administrative support for recruitment and onboarding activities, including scheduling and preparation of materials.
• Support Association Office administration, including general office coordination, supplies, records, mail, copiers, shredder, facility work orders, meeting preparation and logistics, and other day-to-day needs.
• Assist with calendar management and scheduling for the President & CEO and Chief Operating Officer, including coordinating meetings and appointments.
• Assist with meeting logistics, agendas, materials, and follow-up as requested.
• Provide content and administrative support for staff communications, including the bi-monthly staff newsletter.
• Maintain confidentiality of employee, volunteer, legal, risk, and organizational information.
• Provide other administrative support and complete special projects as assigned.

Qualifications:

• Previous administrative or office support experience; Human Resources experience is helpful but not required.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and follow through on assignments.
• Comfort working with confidential and sensitive information.
• Proficiency with Microsoft Office; experience with HRIS or other administrative systems is preferred.
• Professional, dependable, service-oriented, and able to work effectively with staff at all levels of the organization.
• High school diploma or equivalent GED
• Associate Degree preferred

Physical Requirements / Working Conditions:

Work is primarily performed in an office environment and may include walking, standing, sitting, reaching, reading, writing, bending, and lifting items associated with normal office work.