Administrative Assistant

Administrative Assistant - Human Resources

Location Maury Regional Medical Center 1224 Trotwood Ave. Columbia, TN 38401

Shift Full Time Monday – Friday

Job Summary

The Administrative Assistant – Human Resources provides administrative and operational support to the Human Resources Department and HR leadership team. This position serves as a key resource for coordinating departmental processes, maintaining records, supporting leadership calendars, processing invoices and purchasing activities, and ensuring timely completion of administrative tasks. The Administrative Assistant supports efficient departmental operations through strong organization, responsive customer service, sound judgment, confidentiality, and attention to detail.

Essential Job Responsibilities

Department Administrative Support

• Provide general administrative support to the Human Resources Department and HR leadership team.
• Prepare, maintain, and organize departmental documents, correspondence, reports, and presentations.
• Coordinate departmental meetings, reserve conference rooms, and assist with meeting logistics.
• Monitor and maintain departmental office supplies and equipment.
• Serve as a resource for administrative questions and requests from leaders, employees, applicants, and external partners.
• Administer the employee recognition platform, including user support, recognition campaigns, point allocations, reporting, and communications.

Calendar and Scheduling Support

• Assist members of the HR Management Team with scheduling meetings, appointments, interviews, and departmental events.
• Coordinate meeting invitations, agendas, conference room reservations, and virtual meeting logistics.
• Maintain accurate calendars and assist with managing scheduling conflicts and priorities.

Invoice Processing and Financial Administration

• Receive, review, scan, code, and route departmental invoices for approval and payment.
• Maintain invoice records and supporting documentation in accordance with organizational policies.
• Track outstanding invoices and follow up as needed to ensure timely processing.
• Assist with departmental purchasing and procurement activities.
• Provide administrative support for contracting processes, including routing documents, correspondence, letters, and related records.

Facilities and Technology Coordination

• Submit and track facilities service requests and maintenance work orders.
• Submit, monitor, and follow up on Information Technology support tickets.
• Serve as a departmental liaison for routine facility and technology-related requests.
• Maintain records of open requests and communicate updates to appropriate stakeholders.

Records Management

• Maintain electronic personnel and departmental files in accordance with organizational policies and retention requirements.
• Scan, index, and organize electronic records to ensure accuracy and accessibility.
• Assist with document retention, destruction, and audit preparation activities.
• Protect the confidentiality of employee and organizational information at all times.

Customer Service and Reception Support

• Provide reception coverage and backup support for Human Resources front-desk functions as needed.
• Greet visitors, answer telephone and general departmental inquiries, and direct individuals to appropriate resources.
• Provide professional and courteous customer service to employees, applicants, leaders, and external partners.

Additional Responsibilities

• Assist with HR events, employee engagement activities, and special projects.
• Support preparation of reports, metrics, presentations, and departmental communications.
• Perform other duties as assigned to support departmental and organizational objectives.

Qualifications

Education

• High School Diploma or GED (Required)
• Associate degree in Business Administration, Human Resources, or related field (Preferred)

Experience

• Minimum of three (3) years of administrative support experience (Required)
• Experience supporting multiple leaders or departments (Preferred)
• Experience in healthcare, human resources, or a professional office environment (Preferred)

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn and utilize organizational software systems and electronic document management systems.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently while contributing effectively within a team environment.