Human Resources Administrative Assistant

ABOUT US

Channing House is a leading not-for-profit Life Care Community in Palo Alto, founded in 1960. We believe that older adults thrive in a vibrant setting that supports active, engaged and healthy living. We provide a sustainable, innovative community that promotes this lifestyle, while embracing respect and dignity for all who live and work here. Our team of 195 staff members, from Front-Line to Leadership, drive the mission of Channing House, providing services to the 265 highly engaged residents who call Channing House their home.

POSITION SUMMARY

Channing House is seeking a dependable and detail-oriented HR Administrative Assistant for a temporary assignment of approximately 1-2 months to provide administrative support to the Human Resources team. This role is ideal for a recent college graduate or entry-level professional looking to gain hands-on HR experience in a mission-driven senior living community. The HR Administrative Assistant will support daily HR operations, recruiting and onboarding activities, employee events, records management, and special projects. A key responsibility will be assisting with the organization's transition to electronic personnel records through scanning, organizing, and maintaining employee files and HR documentation. This position requires strong organizational skills, attention to detail, initiative, and the ability to maintain confidentiality. Limited training will be provided, so the successful candidate must be able to work independently and manage multiple priorities with minimal supervision.

KEY RESPONSIBILITIES

This position will be responsible for, but not limited to the following essential duties and responsibilities:

Administrative Responsibilities - 100% of job duties

• Assists with recruitment and onboarding activities including scheduling interviews, coordinating pre-employment requirements, preparing new hire paperwork, maintaining applicant records, and supporting orientation activities.
• Creates, maintains, scans, and organizes employee personnel, medical, benefits, I-9, agency, and volunteer files in accordance with company policies and legal requirements.
• Supports the organization's transition to paperless recordkeeping by scanning, indexing, organizing, and maintaining electronic employee records and shared drive folders.
• Conducts routine audits of personnel files and HR records to ensure documentation is complete, accurate, and compliant.
• Enters and updates employee information in ADP and other HR systems, ensuring data accuracy and timely processing of personnel changes.
• Assists with preparation and processing of employee status changes, wage changes, department transfers, and termination documentation.
• Maintains employee photos, name badges, organizational charts, and employee directories.
• Maintains agency and volunteer records and supporting documentation.
• Maintains records of and assists with administration of employee parking permits and related tracking.
• Ensures compliance posters, employee communications, job postings, and HR-related notices are updated and distributed in a timely manner.
• Drafts, prepares, and distributes employee communications, flyers, announcements, and other HR materials.
• Coordinates employee training and development activities, including scheduling sessions, preparing materials, tracking attendance, and maintaining training records.
• Assists with coordinating employee events and engagement activities, including onboarding, orientation, staff celebrations, employee meetings, recognition programs, and special events.
• Takes clear and accurate meeting minutes and assists with follow-up communication and action item tracking as needed.
• Creates, edits, and formats PowerPoint presentations, spreadsheets, reports, and other HR documents.
• Monitors HR department email and phone inquiries and provides professional customer service to employees, applicants, residents, family members, and visitors, referring complex matters to Human Resources leadership.
• Assists with benefits, leave of absence, workers' compensation, payroll, and compliance administration by preparing documents, maintaining records, tracking deadlines, and supporting follow-up activities.
• Assists with internal and external audits by gathering, organizing, and preparing requested documentation.
• Orders and maintains HR office supplies, forms, badges, and department materials.
• Maintains strict confidentiality and professionalism in handling sensitive employee information and HR matters.
• Assists with HR projects, process improvement initiatives, compliance activities, and other duties as assigned.

Upholding Company Standards:

Consistent commitment to:

• Establish and maintain effective team relationships with fellow staff; apply effective communication and listening skills
• Demonstrate professionalism in all interactions with all residents, colleagues, clients, vendors, and members of the public
• Provide a supportive and caring environment to meet the needs of residents as individuals and as members of a shared community
• Adhere to all company policies, procedures, safety, and compliance practices, and business ethics codes

JOB REQUIREMENTS / QUALIFICATIONS

To perform this job successfully, a person must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Years of Related Professional Experience:

• 2+ years of human resource experience
• Previous internship, administrative experience, or office experience a plus
• Equivalent combination of education and experience welcomed

Educational/Position Requirements:

• High School diploma, GED
• Bachelor's degree (completed or in progress) in Human Resources, Business, or a related field preferred

Computer/Software/Technical Applications:

• Ability to use a computer
• Proficiency in Microsoft Office suite
• Experience with human resources (HR) software solutions preferred

Languages:

• Ability to speak and comprehend English the primary language used in the workplace; ability to speak and/or comprehend other languages utilized by employees is a plus.
• Bilingual: English and Spanish highly desired.

Required Licenses/ Certifications/ Background:

• N/A

Travel Required:

• 0%

Work Environment:

• Generally in an indoor setting.
• The noise level in the work environment is usually low to moderate.
• Position requires flexibility to work nights, weekends and some holidays based on needs.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to:

• Prolonged periods sitting at a desk and working on a computer and operating phones.
• Possess multi-limb and eye-hand coordination.
• Specific vision abilities required by this job include close vision, distance vision, color vision.
• Able to reach, bend, stoop, push and/or pull, regularly move 10 pounds and occasionally lift/move up to 25 pounds.

Channing House Diversity Statement:

Channing House is an equal opportunity employer. Channing House is committed to providing a work environment free of harassment, discrimination, retaliation, and disrespectful or other unprofessional conduct based on actual or perceived race (including traits historically associated with race, such as natural hair, hair texture, hair type, and protective hairstyles), color, age, religion, national origin, ancestry, citizenship, immigration status, sex (including pregnancy, childbirth, and related medical conditions), gender, gender identity, gender expression, sexual orientation, reproductive health decision making, disability (including sensory disability and use of a service animal by a person with a disability), HIV/AIDS and Hepatitis C status, a legally protected medical condition, genetic information or data credit history, genetic information, status as a victim or domestic or sexual violence (including harassment, sexual assault, or stalking), expunged juvenile record, arrest or conviction records (except as legally required), use or non-use of lawful products off of Company premises during non-working hours, performance of duty in a uniformed service military or veteran status, or any other basis protected by local, state and/or federal law. Channing House also prohibits discrimination, harassment, disrespectful, or unprofessional conduct based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.

Compensation details: 26.97-34.52 Hourly Wage

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