Human Resources Assistant

Island Pacific Academy in Kapolei is seeking an organized and personable Human Resources Assistant to join our team. This is a vital, part-time position that serves as the primary on-site face of our Human Resources department. The ideal candidate is welcoming and approachable, exercises sound judgment and discretion, and is committed to creating a positive, efficient HR experience for our faculty and staff. The Human Resources Assistant is responsible for front-line HR support, including managing the flow of physical paperwork, coordinating in-person logistics, and ensuring employee data is collected accurately and transmitted to our remote HR Director for review and processing. Acting as the vital link between our workforce and leadership, this role requires a highly organized, self-motivated individual who can work independently, handle confidential information with care, and maintain a consistent HR presence in the office. Key Responsibilities 1. On-Site HR Presence & Front-Line Support Serves as the first point of contact for employees walking into the HR office, providing a warm, professional, and approachable demeanor. Triages employee inquiries; answers general questions regarding company policies, benefits, and procedures, while directing more complex employee relations issues or policy interpretations to the remote HR Director. Manages the physical HR office space, ensuring the area is organized, confidential documents are secured, and supplies are stocked. Represents the HR department during in-house meetings, all-staff gatherings, and wellness events to maintain a visible leadership presence. Facilitates the distribution, collection, and initial review of all physical HR paperwork, including employment agreements, tax forms (W-4s, I-9s), benefit enrollment forms, and direct deposit authorizations. Ensures all collected documents are complete and legible before scanning, organizing, and securely transmitting them (via email, HRIS, or shared drive) to the remote HR Director for final approval and processing. Maintains a physical and digital filing system that is always audit-ready. 3. Onboarding & Offboarding Logistics Conducts the in-person office orientation to welcome new hires, introduce them to the facility, and explain office norms. Collects company assets (laptops, badges, keys) during the offboarding process and coordinates with IT to ensure equipment is returned before forwarding final check documentation to the remote Director. 4. Data Collection & Record Keeping Assists employees with navigating the HR Information System (HRIS) for tasks like updating addresses or downloading forms. Audits timesheets or physical time cards for accuracy and gathers any missing information before submitting payroll data to the remote Director. Enters routine data changes (e.g., personal contact updates) into the HR Symphony as directed by the remote HR Director. 5. Recruitment & Interview Coordination Schedules interviews and coordinates in-person interview logistics, greeting candidates upon arrival and ensuring a positive candidate experience. Administers any pre-employment assessments or background check authorizations, ensuring the candidate completes the physical paperwork and sending the results to the remote HR Director. 6. Culture & Event Coordination Organizes and executes on-site employee engagement initiatives, birthday celebrations, and wellness activities to foster community. Coordinates with HR director on anniversary service recognition 7. General Administration Assists the remote HR Director with special projects by gathering on-site feedback or distributing physical materials. Experience: 1-3 years of experience in an administrative, office management, or HR support role. Tech Savvy: Proficient in Microsoft Office Suite (Word, Excel) and comfortable using communication tools like Zoom or Google meets to stay connected with remote management. Organizational Skills: Exceptional attention to detail and the ability to manage multiple tasks in a busy office environment. Integrity: Ability to handle sensitive and confidential information with the utmost discretion. Autonomy: Self-starter who is comfortable working independently without direct on-site supervision. Communication: Excellent verbal and written communication skills; must be able to represent the company culture positively to visitors and employees. Working Conditions This is a fully on-site position. It is essential for maintaining HR visibility and handling physical documents. Must be available during core business hours to greet employees and handle incoming/outgoing mail. Suitably qualified candidates are invited to send a letter of application including a resume with at least 3 references addressed to View email address on click.appcast.io Education: Non-discriminatory Statement: Island Pacific Academy is an Equal Opportunity Employer. We are committed to a workplace environment that encourages growth and respect for all current and prospective employees based upon job-related factors such as their educational background, work experience, and ability to perform the essential functions of a particular job. It is the policy and practice of Island Pacific Academy to prohibit any form of discrimination or harassment based on race, color, age, national origin, religion, sexual orientation, sex (including pregnancy, childbirth, or related medical conditions), gender identity or gender expression, military or veteran status, physical or mental disability, genetic information, or any other status protected under applicable federal, state or local law. #J-18808-Ljbffr Hawai'i Association Of Independent Schools