Human Resources Assistant

Job Description

Job Description

Villa at the Bay is seeking a Human Resources Assistant to join their team! Under the direction of the Human Resources Director and with support from the regional and home office Human Resources teams, the Human Resources Assistant provides administrative and operational support for facility-level Human Resources activities. The primary purpose of this position is to assist with recruitment, onboarding, employee records, HR systems, payroll and benefits administration, and other day-to-day HR functions while maintaining confidentiality and following established company processes. This is an entry-level Human Resources role designed to develop knowledge and experience across core HR functions. 

Don't miss out on this incredible opportunity to join the Villa Healthcare team and make a real difference in the lives of others. Apply today and take the first step towards a rewarding career as a Human Resources Assistant with us at a Villa Center. 

Human Resources Assistant Duties and Responsibilities:  

• Assists with moving candidate records through the Applicant Tracking System (ATS) and supports hiring managers with basic process questions. 

• Initiates and tracks pre-employment requirements, including background checks, fingerprinting, and other required screenings, under the direction of the Human Resources Director. 

• Assists with entering new employees into the HRIS and monitors completion of required onboarding steps and documentation. 

• Prepares and processes Personnel Action Notices (PANs) and other employee status-change documentation for review and approval. 

• Assists with scheduling new hire orientation, preparing materials, and coordinating participation by facility managers. 

• Supports benefits enrollment administration by providing employees with enrollment information, tracking completion, and assisting with system updates as directed. 

• Provides administrative support for payroll processing, including reviewing timekeeping information, gathering documentation, and assisting with corrections as directed by the Human Resources Director. 

• Supports recruiting initiatives, including job postings, candidate communication, interview scheduling, job fairs, and community or school partnerships. 

• Responds to routine employee questions regarding HR processes, policies, payroll, benefits, and other employment matters; escalates questions or concerns to the Human Resources Director when appropriate. 

• Maintains employee personnel files and other HR records in an organized, accurate, and confidential manner in accordance with company requirements. 

• Assists with employment-related documentation and requests, including verifications of employment, garnishments, disability paperwork, WOTC requests, and medical support orders, as directed. 

• Assists with maintaining required HR and compliance records, including OSHA files, licenses/certifications, training records, and other required documentation. 

• Maintains HR bulletin board postings, including required State and Federal notices and other employee communications, under the direction of the Human Resources Director. 

• Assists with tracking employee leave documentation and other HR deadlines while routing questions and determinations to the Human Resources Director. 

• Supports employee engagement, retention, recognition, and facility committee activities as assigned. 

• Maintains confidentiality of employee information and exercises appropriate discretion when handling sensitive information. 

• Follows established Human Resources policies, procedures, and workflows and seeks guidance when matters fall outside routine processes. 

• Performs general administrative duties for the Human Resources department, including filing, scanning, data entry, preparing correspondence, and maintaining trackers or reports. 

• Provides administrative support for employee relations, leave administration, investigations, and corrective action processes as directed by the Human Resources Director; escalates employee complaints, policy interpretation, and other matters requiring HR judgment or decision-making. 

• All other duties, as assigned. 

Human Resources Assistant Skills and Abilities:  

• Strong organizational skills and attention to detail. 

• Ability to maintain confidentiality and handle sensitive employee information appropriately. 

• Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment. 

• Professional verbal and written communication skills and a customer-service approach when working with employees and managers. 

• Basic knowledge of Microsoft Office Suite (i.e. Outlook, Excel, Word) and ability to learn HR-related technology systems. 

• Ability to follow established procedures, ask questions when clarification is needed, and learn Human Resources practices and employment-related requirements. 

• Ability to work effectively as part of a team and accept direction and feedback. 

Human Resources Assistant Education and Experience:  

• High school diploma or equivalent required. 

• Prior Human Resources, payroll, recruiting, administrative, or healthcare experience preferred, but not required. 

• Experience with HR systems, applicant tracking systems, or other business software preferred, but not required. 

• An interest in developing a career in Human Resources and a willingness to learn is preferred. 

Physical Requirements:   

• Must be able to move intermittently throughout the workday.

• May be necessary to assist in the evacuation of residents during emergency situations.

• The noise level in the work environment is usually moderate. 

Villa Healthcare Benefits:  

• Daily Pay & Competitive Compensation 

• Tuition Reimbursement Program 

• 401(k) with company match 

• Medical Insurance 

• Dental, Vision, and Disability insurance 

• Employee Assistance Program (EAP) 

• Access to Villa Perks, an Employee Discount Program 

• Innovative Training Programs 

• Opportunity for Growth and Advancement 

• Paid Time Off 

• And much more! 

* The above company benefits apply to full-time employees working 30 or more hours per week. Eligibility for specific benefits may vary depending on employment status and location. 

Why Villa?  

At Villa, we believe great care begins with how we treat our people. When our team members feel supported, respected, and empowered, better outcomes follow for residents and their families. 

Whether you're at the bedside or behind the scenes, your work matters here because every role contributes to someone’s comfort, dignity, and healing. When you join Villa, you are not just building a career. You are becoming part of a team united by purpose. 

We support our team members through mentorship, professional development, and a culture built on collaboration, trust, and growth, so you can continue to learn, contribute, and make a meaningful impact. 

Apply to join a growing team today!  

Villa Healthcare has a long and successful history of providing both short- and long-term skilled nursing care. We are committed to personalized, integrated care that considers the total well-being of every guest and their family members and goes beyond simply meeting expectations. This commitment is reflected in our empathetic and respectful culture, where we honor individual preferences and needs so each guest can feel at home while working toward optimal health outcomes.

At Villa, we believe in making people better, and our B.E.T.T.E.R . Service Excellence Code of Conduct guides how we show up every day. As a member of the Villa team, employees are expected to uphold these standards by B eing welcoming to all, E stablishing meaningful relationships, demonstrating T rust and respect, supporting T eamwork, E ngaging and communicating openly, and R ecognizing one another’s contributions. 

Villa Healthcare Facilities are Equal Opportunity Employers and do not discriminate based on any protected right such as race, color, nationality, gender, age, disability or any protected applicable right under the National Labor Relations Act.