HR Support Services Assistant - Shared Services

UHS•Temecula, CA

19d

About The Position

Southwest Healthcare is seeking a Full-Time HR Support Service Assistant for our shared service department. This position will serve as the administrative backbone of the employee lifecycle, ensuring data integrity and a seamless experience from hire to separation. This role is primarily responsible for the accurate and timely execution of onboarding and offboarding actions within the HRIS system, maintaining the "source of truth" for all personnel records. In addition to high-volume data management, the Support Services Assistant coordinates essential pre-employment requirements while providing broad administrative support to the HR teams within the region. This position requires extreme attention to detail and the ability to handle sensitive information with the discretion necessary for a healthcare environment. Duties include but not limited to:

Requirements

High School Graduate or equivalent required; an Associate’s or Bachelor’s degree in Human Resources, Business, or Healthcare Administration is preferred.
Formal training or coursework in Human Resources Management principles, including basic understanding of employment laws (FLSA, and HIPAA).
Compliance Training: Specialized training in Form I-9 and E-Verify compliance and the management of confidential medical records required.
Minimum one (1) year of experience in an office or administrative role, preferably within a centralized Shared Services or Human Resources department.
Demonstrated experience performing high-volume, high-accuracy data entry in an HRIS platform (e.g., UKG/Kronos, Lawson/Workday).
Proven track record of handling a high volume of inquiries (via phone, email, or ticketing systems) with a focus on Service Level Agreements (SLAs).
Demonstrates knowledge and ensures compliance with The Joint Commission and Title 22 standards and guidelines.
Demonstrates compliance with hospital policies and procedures at all times.
Ability to set priorities and appropriately organize workload and complete assignments in a timely manner.
Demonstrates ability to relate to clinical personnel and medical staff, as well as ability to interact well with the public.
Must have knowledge of PC and applications.
Experience with digital document management systems and maintaining electronic personnel files.
Proficiency in Microsoft Office Suite and advanced experience with HRIS platforms (e.g., Workday, UKG, or Lawson).
Must maintain strict confidentiality at all times.
Demonstrate a high level of discretion and professionalism when handling confidential and sentisitve employment information.

Nice To Haves

an Associate’s or Bachelor’s degree in Human Resources, Business, or Healthcare Administration is preferred.

Responsibilities

Processes all onboarding and offboarding transactions in the HRIS (e.g., UKG/Workday) to ensure employees are active for payroll and benefits on the appropriate effective date.
Performs routine audits of the HRIS database to verify the accuracy of job titles, pay rates, department codes, and manager hierarchies.
Manages the digital filing system, ensuring all personnel records are stored according to The Joint Commission (TJC) and state regulatory requirements.
Monitors and updates healthcare-specific requirements, such as professional licenses and BLS/ACLS certifications, to ensure continuous "ready-to-work" status.
Acts as the first point of contact for the HR Shared Services help desk, resolving or triaging requests related to password resets, employment verifications, and policy questions.
Coordinates the exit process by preparing termination packets, scheduling exit interviews, and ensuring the timely recovery of hospital property (badges, keys, etc.).
Generates standard weekly and monthly reports on turnover, headcount, and onboarding metrics to support facility-wide workforce planning.
Completes miscellaneous data transactions including rate/department changes, relocation/sign-on bonuses, promotions, and transfers.
Facilitates the end-to-end coordination and processing of regional tuition reimbursement requests.
Facilitates the documentation and administration of educational loan repayment requests.