Administrative Assistant, Human Resources

Administrative Assistant, Human Resources

Madison, WI - Madison, WI 53711

Overview

Position Type Full Time Job Shift AM Travel Percentage Non-Driving Category Human Resources

Description

Location: Madison, WI

Full-time 1.0 FTE (40 hours/week) | Day Shift | Monday-Friday | Hours 8:00 am - 4:30 pm

Make a lasting impact with Agrace

Join Agrace, a nationally recognized nonprofit leader in hospice and palliative care. If you are looking for a role that helps support meaningful, patient-centered care, this is your opportunity to make a difference!

How You'll Make a Difference (Essential Functions)

The HR Administrative Assistant role provides administrative support for the HR Services, Talent Acquisition, and Volunteer Services team by coordinating talent acquisition and onboarding activities, assisting with benefits and compensation administration, HRIS processes, maintaining employee records, HR correspondence, travel coordination, and delivering day-to-day support with a strong customer focus for employees, leaders, applicants, and volunteers.

Key Responsibilities

• Provide Administrative Support to HR Services, Talent Acquisition, and Volunteer Services Teams
  • Assist with coordination of internal and external meetings, including scheduling, agenda preparation, room setup, attendance, note-taking, and distribution of meeting minutes as needed.
  • Manage HR department communications, including monitoring and responding to phone calls, voicemails, faxes, emails and the shared HR inbox.
  • Maintain HR contact and HRBP assignment lists.
  • Process departmental invoices, credit card statements, and related administrative documentation.
  • Order and maintain departmental office supplies.
  • Coordinate and oversee HR volunteer activities and assignments.
  • Complete Verification of Employment and Unemployment requests.
  • Track, monitor, coordinate, and file all required employee-related documents (i.e. licenses and renewals, performance evaluations, etc.) and obtain outstanding documentation from employees and/or their supervisors.
  • Oversee ongoing licensure and background checks.
  • Track and process referral, retention, and spot bonus payments.
  • Support compliance activities and regulatory audits, including preparation for state surveys, retrieval and organization of personnel files, and coordination of requested employee documentation.
  • Coordinate employee service anniversary and recognition programs, including tracking eligibility and processing anniversary and apparel stipend distributions.
  • Assist with benefits and compensation administration.
• Onboarding and Orientation Preparation
  • Lead communication and provide support to new hires prior to and through their first day of employment.
  • Track onboarding documentation and ensure completion of all required pre-employment and onboarding items, including but not limited to reference checks, criminal background checks, driving record checks, and license and certification verification.
  • Coordinate and communicate new hire information with appropriate departments and internal stakeholders support onboarding and orientation readiness, including scheduling and materials preparation.
  • Manage new hire processing in HRIS, including entering employee demographic and onboarding information.
  • Prepare new hire packets, correspondence, and related onboarding materials.
  • Coordinate first-day at Agrace logistics in advance with various departments, assist with setup and execution the morning of orientation, and provide support during schedule transitions throughout the day.
  • Distribute employee key fobs, name badges, and branded apparel for new hires and position changes.
• Other Duties
  • Participate in internal work groups, meetings and committees relative to position responsibilities.
  • Provide back-up administrative support to other HR team members as needed.
  • Create and maintain HRIS reports as requested.

You Bring (Qualifications)

• Associates degree or combination of equivalent education/experience in related field.
• Two or more years administrative assistance experience.
• Intermediate to advanced Microsoft Office Suite skills.
• Ability to work effectively and cooperatively with others.
• Ability to communicate effectively verbally and in writing.
• Experience using HRIS system, preferred.
• Ability to think creatively and problem solve effectively.
• Ability to effectively and efficiently learn new software packages including those related to patient medical records.
• Ability to use proper body mechanics and standard precautions.
• Ability to be flexible in time and task to meet organizational needs.
• Ability to maintain confidentiality about staff, patients, families, caregivers, staff, donors, and organizational intellectual property.

Benefits

• Competitive pay with free parking

• Health, dental, and vision insurance for employees who are hired for 28+ hours per week (.7 FTE +)

• Retirement plans with employer matching

• Generous Paid Time Off (PTO) and holiday paid time off

• Comprehensive onboarding, mentorship, and career development

About Agrace

For more than 45 years, Agrace has been an innovator and leader in both caring for patients and their families, and in educating others about death, dying and grief. We are the largest hospice provider in Wisconsin. Well known for end-of-life care, Agrace also serves people across southern Wisconsin who are aging, seriously ill or grieving.

At Agrace we are strengthened by the unique experiences, cultures and traditions of our staff, patients and clients.

Together, we pursue a vision in which every Agrace staff member is treated fairly, and every patient and client experiences the respectful, individualized care they need and deserve.

We foster a culture of belonging that celebrates people's uniqueness and leads to meaningful, empathetic connections.

Agrace Health Inc. is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.