Human Resource Assistant

Minaris•Philadelphia, PA

About The Position

The HR Assistant supports the HR Operations function by providing high-quality administrative, transactional, and systems support to ensure efficient and compliant delivery of HR services across the organization. This role plays a critical part in maintaining data integrity within HR systems, processing employee lifecycle transactions, coordinating documentation, and supporting standardized HR processes. The HR Assistant serves as a key operational resource, helping ensure consistency, accuracy, and responsiveness in a fast-paced and evolving environment. Working closely with HR Operations and HR Business Partners (HRBPs), the HR Assistant helps manage onboarding and offboarding logistics, job changes, employee records, reporting, compliance tracking, and general HR inquiries. This role is especially important in supporting ongoing HR process improvements and system enhancements, helping to stabilize daily operations while contributing to increased efficiency and service excellence. The ideal candidate is highly organized, detail-oriented, systems-savvy, and capable of managing multiple priorities with professionalism and discretion.

Requirements

Understanding of HR compliance requirements and confidentiality standards related to employee records.
Basic knowledge of HRIS systems and data management best practices.
Familiarity with onboarding, offboarding, and personnel documentation processes.
Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
High attention to detail and accuracy in data entry, documentation, and reporting.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook); ability to learn new systems quickly.
Effective written and verbal communication skills with a professional and service-oriented approach.
Strong administrative and coordination skills, including scheduling and tracking deliverables.
Analytical skills to identify data discrepancies and support reporting needs.
Problem-solving skills with the ability to escalate issues appropriately.
Associate’s degree in Human Resources, Business Administration, or a related field required.
In lieu of a degree, equivalent combination of education and relevant administrative or HR experience may be considered.

Nice To Haves

Bachelor’s degree preferred.
HR certification (e.g., SHRM-CP, PHR) is a plus but not required.

Responsibilities

Process and track employee lifecycle transactions including new hires, onboarding, internal transfers, promotions, compensation changes, and terminations.
Ensure timely and accurate data entry and maintenance within the HRIS and other HR systems.
Maintain employee personnel files and ensure documentation is complete, organized, and compliant with company policies and legal requirements.
Support onboarding and offboarding logistics, including preparation of documentation, system access coordination, and checklist tracking.
Generate routine HR reports (e.g., headcount, turnover, new hire status) and support ad hoc reporting requests.
Maintain high standards of data integrity across HR systems; identify discrepancies and resolve errors proactively.
Assist with HR systems updates, testing, and process improvements during system implementations or enhancements.
Support documentation and standardization of HR processes and workflows.
Track and manage required compliance documentation (e.g., I-9s, policy acknowledgments, certifications, required notices).
Assist with internal audits and compliance reviews by preparing documentation and reports.
Ensure confidentiality and proper handling of sensitive employee information.
Provide administrative support to HR, including scheduling meetings, preparing documentation templates, maintaining org charts, and tracking action items.
Assist with coordination of performance management cycles, engagement surveys, and other HR programs.
Serve as a point of contact for general HR inquiries; respond or triage questions appropriately.
Provide professional, timely, and customer-focused support to employees and managers.
Escalate complex or sensitive matters to appropriate HR team members.
Contribute to continuous improvement initiatives within HR Operations.
Identify opportunities to streamline processes, improve efficiency, and enhance employee experience.
Support special projects and other duties as assigned.
Ensure compliance with all FDA and Worldwide Quality & Compliance regulations in all aspects of your work.
Adhere to established procedures and protocols, prioritize continuous training and skill development, and uphold the highest standards of data integrity to ensure accuracy, compliance, and operational excellence.