Benefits & People Administrative Assistant

Heifer International

7d • $53,000 - $60,000 • Hybrid

About The Position

Heifer International is seeking a Benefits & People Administrative Assistant to provide administrative support to the U.S. People Operations and Total Rewards teams. This role will assist with day-to-day HR and benefits activities throughout the employee lifecycle, including maintaining accurate employee records, supporting HR systems and reporting, coordinating People Operations processes, assisting with compliance activities, and responding to routine employee and administrative requests. The Assistant will also support benefits administration through invoice processing, vendor coordination, retirement contribution administration, well-being program support, and other operational activities. The ideal candidate is passionate about People Operations and employee support, highly organized, detail-oriented, and committed to delivering exceptional customer service. They should possess strong analytical skills, advanced proficiency in Microsoft Excel, and be comfortable working with HR systems, reports, and data. Adaptability, a collaborative spirit, and a technical mindset are also key.

Requirements

• Associate's degree or continued education in Human Resources, Business Administration, or a related field; an equivalent combination of education and experience will be considered.
• 2-3 years of administrative experience supporting Human Resources, Benefits Administration, People Operations, Total Rewards, or related functions.
• Experience using Human Resources Information Systems (HRIS) and proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience supporting employee lifecycle processes, including onboarding, personnel records administration, benefits administration, and offboarding.
• Experience supporting employee benefits or Total Rewards programs.
• Strong organizational, time management, and prioritization skills, with exceptional attention to detail.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee information.
• Excellent customer service, interpersonal, and written and verbal communication skills.
• Ability to work independently and collaboratively in a remote or virtual team environment.
• Ability to work with a variety of software systems with multiple integration points.
• Ability to work with a diverse staff, including multiple cultures and beliefs, and sensitivity to gender equity, with the ability to relate to individuals and groups diplomatically and tactfully.
• Ability to work independently and handle multiple tasks with impeccable attention to detail.
• Regular face-to-face, telephone, and electronic communication with colleagues and the general public as needed.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.
• Ability to work with sensitive information and to maintain confidentiality.
• Must be willing to travel to People Department retreats a few times per year.

Responsibilities

• Assist with reviewing monthly vendor invoices and billing statements by comparing charges against the Benefits Master Ledger and identifying discrepancies for the Total Rewards Manager.
• Prepare benefit invoice payment requests and maintain supporting documentation for processing.
• Coordinate routine billing inquiries with benefit brokers, escalating unresolved issues to the Total Rewards Manager.
• Provide administrative support for monthly offshore retirement contributions by distributing templates, collecting contribution data, preparing wire request documentation, uploading contribution files into iPlan, and tracking follow-up activities.
• Prepare routine and ad hoc reports for the Total Rewards Manager and U.S. People Director, including preventive care completion reports, HSA/FSA balance reports, Agresso reports, Employee Navigator reports, and distribution lists.
• Provide administrative support for the U.S. Well-Being program by ordering incentives, coordinating prize drawings, communicating with participants, and maintaining participation records.
• Prepare and submit U.S. Well-Being reimbursement requests to the medical carrier and track reimbursement status for the Total Rewards Manager's review.
• Ordering anniversary gifts and updating service award catalogs; complete anniversary report process.
• Track and maintain recognition letters for staff when promotions occur and service milestones are met.
• Monthly anniversary reporting and yearly anniversary reporting in coordination with payroll dept to ensure monetary service awards are tracked and paid out as necessary.
• Process routine unemployment claims, employment verifications, and personnel file requests for U.S. employees.
• Enter, update, and maintain employee records and personnel documentation in HR systems, ensuring information is accurate and filed in a timely manner.
• File and maintain U.S. new hire, payroll, personnel, and job description documentation in Laserfiche and other designated systems.
• Monitor the U.S. People ticketing system (KBOX), route requests to the appropriate team member, track follow-up, monitor survey results, and support timely ticket resolution.
• Assist with setting up U.S. interns and volunteers in Agresso in coordination with Talent Development and hiring managers.
• Provide administrative support to the U.S. People team, including scheduling meetings, preparing materials, tracking action items, and assisting with team activities and events.
• Prepare routine and ad hoc reports from Agresso, Laserfiche, the Learning Management System, and other HR systems, including reports related to new hires, terminations, turnover, recruitment, leadership diversity, and other U.S. People metrics.
• Maintain personnel records and confidential files in accordance with established recordkeeping procedures.
• Coordinate with U.S. team members to update U.S. People Engagement Plan. Keep track of changes and follow-up with team members on progress.
• Coordinate department meetings, calendars, and administrative activities assigned.
• Provide backup administrative support for other U.S. People team members, as assigned.
• Coordinate and update Engagement Plan with U.S. People Team.
• May perform other job-related duties as assigned.

Benefits

• Health and wellness benefits including Flexible Spending Account and/or Health Saving Account
• Employee assistance program
• 403(b) retirement plan (match 1% employee to 2% employer up to a maximum of 4% match +3% employer discretionary contribution regardless of employee contribution)
• 22 vacation days in addition to 12 statutory and discretionary holidays, and 10 sick days per year
• Employer-paid life insurance and accidental death & dismemberment (AD&D)
• Professional development and annual merit increase opportunities
• Optional critical illness insurance, legal assistance plan and pet protection

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree