Human Resources Specialist

Human Resources Specialist

Department: Human Resources

Reports to: HR Leadership

FLSA Status: Non-Exempt (Hourly)

Work Location: Richmond, VA (On-site; occasional travel to VEI locations as needed)

Schedule: Full-time, Monday–Friday

Position Summary

The Human Resources Specialist provides high-quality HR operational support across the employee lifecycle and serves as a dependable resource to associates and leaders. This role is responsible for accurate HRIS transactions, onboarding coordination, benefits and leave administration support, compliance documentation, and HR program execution. Additionally, the Human Resources Specialist provides backup support for payroll transactions, partnering closely with Payroll and HR leadership to help ensure timely, accurate processing and strong data integrity. The position requires a high level of discretion, attention to detail, customer service mindset, and the ability to manage multiple deadlines in a healthcare environment.

Essential Duties and Responsibilities

HR Operations & Associate Support

• Serve as a point of contact for associates regarding HR policies, procedures, and general employment questions, triage and route complex issues appropriately.
• Maintain accurate, confidential employee records in accordance with company standards and applicable regulations.
• Manage HR inbox inquiries and routine requests with timely follow-up and strong service orientation.

Onboarding, Offboarding & Employee Lifecycle Administration

• Coordinate onboarding activities including orientation scheduling, pre-employment documentation, I-9 completion, and new hire set-up steps.
• Support offboarding processes including resignation documentation, exit interview coordination (as assigned), and benefits/COBRA handoffs.
• Process and track employee status changes (transfers, promotions, leaves, terminations), ensuring documentation is complete and approvals are obtained.

HRIS & Data Management (Dayforce or similar)

• Enter and audit HRIS transactions (new hires, job changes, terminations, demographics, compensation changes) with strong accuracy and timeliness.
• Run routine HR reports and reconcile data to support payroll, benefits eligibility, compliance tracking, anniversaries, and operational needs.
• Assist with testing, user support, and process improvements related to HRIS workflows, as assigned.

Payroll Backup Support

• Provide backup support to Payroll, including preparation and entry of payroll-related transactions and changes.
• Partner with Payroll and HR leadership to help ensure payroll deadlines are met, including assistance during high-volumes, absences, or staffing contingencies.
• Maintain strict confidentiality of payroll-related information and follow internal controls.

Benefits & Leave Administration Support

• Provide administrative support for benefit enrollments and qualifying life events; track documentation and coordinate vendor follow-up.
• Support annual open enrollment logistics, communications, and follow-up tasks.
• Assist with leave administration coordination by tracking documentation, deadlines, and communications, in partnership with HR leadership and/or third-party administrator.

Recruiting & Hiring Support (as assigned)

• Coordinate interview scheduling, candidate communications, and hiring workflow steps.
• Support job posting administration and candidate file management.

HR Programs & Culture Initiatives

• Assist with HR-led programs including recognition initiatives, engagement activities, training logistics, and event coordination.
• Support internal HR communications (policy reminders, benefit updates, program launches) for HR leadership review.

Other Duties

• Participate in special HR projects and continuous improvement initiatives as needed.
• Maintain current knowledge of HR practices and applicable federal/state employment requirements.

Required Knowledge, Skills, and Abilities

• Demonstrated experience with HR administrative processes and strict confidentiality standards.
• Exposure and comfort supporting payroll workflows, audits, and deadlines.
• Excellent attention to detail with consistent accuracy in data entry and documentation.
• Strong organization skills with ability to manage competing priorities and calendar-driven deadlines.
• Professional communication skills and service-first approach with associates and leaders.
• Proficiency with HRIS systems (Dayforce preferred) and Microsoft Office (Excel, Word, Outlook).

Education and Experience

• Degree in HR, Business, or related field preferred (or relevant experience).
• 2+ years of experience in HR administration, HR coordination, or HR specialist role preferred; healthcare or multi-site experience preferred.
• 1+ year of experience supporting payroll / HRIS transactions strongly preferred.
• SHRM-CP/PHR a plus (or interest in pursuing certification).

Work Environment and Physical Requirements

• On-site office work environment with frequent computer use and extended periods of sitting/standing.
• Ability to occasionally lift up to 25 pounds (files/supplies).
• Occasional travel between VEI locations may be required.

Performance Expectations

• Consistent practice of handling confidential information with the upmost discretion.
• Accurate and timely HRIS and payroll backup transactions aligned with internal controls and deadlines.
• Responsive, professional, and effective collaboration with others.
• Strong documentation practices and compliance support.