Human Resources Administrative Assistant

Channing House • Palo Alto, CA

2d • $27 - $35 • Onsite

About The Position

Channing House is seeking a dependable and detail-oriented HR Administrative Assistant for a temporary assignment of approximately 1–2 months to provide administrative support to the Human Resources team. This role is ideal for a recent college graduate or entry-level professional looking to gain hands-on HR experience in a mission-driven senior living community. The HR Administrative Assistant will support daily HR operations, recruiting and onboarding activities, employee events, records management, and special projects. A key responsibility will be assisting with the organization's transition to electronic personnel records through scanning, organizing, and maintaining employee files and HR documentation. This position requires strong organizational skills, attention to detail, initiative, and the ability to maintain confidentiality. Limited training will be provided, so the successful candidate must be able to work independently and manage multiple priorities with minimal supervision.

Requirements

• 2+ years of human resource experience
• Previous internship, administrative experience, or office experience a plus
• Equivalent combination of education and experience welcomed
• High School diploma, GED
• Ability to use a computer
• Proficiency in Microsoft Office suite
• Ability to speak and comprehend English the primary language used in the workplace; ability to speak and/or comprehend other languages utilized by employees is a plus.
• Prolonged periods sitting at a desk and working on a computer and operating phones.
• Possess multi-limb and eye-hand coordination.
• Specific vision abilities required by this job include close vision, distance vision, color vision.
• Able to reach, bend, stoop, push and/or pull, regularly move 10 pounds and occasionally lift/move up to 25 pounds.

Nice To Haves

• Bachelor’s degree (completed or in progress) in Human Resources, Business, or a related field preferred
• Experience with human resources (HR) software solutions preferred
• Bilingual: English and Spanish highly desired.

Responsibilities

• Assists with recruitment and onboarding activities including scheduling interviews, coordinating pre-employment requirements, preparing new hire paperwork, maintaining applicant records, and supporting orientation activities.
• Creates, maintains, scans, and organizes employee personnel, medical, benefits, I-9, agency, and volunteer files in accordance with company policies and legal requirements.
• Supports the organization's transition to paperless recordkeeping by scanning, indexing, organizing, and maintaining electronic employee records and shared drive folders.
• Conducts routine audits of personnel files and HR records to ensure documentation is complete, accurate, and compliant.
• Enters and updates employee information in ADP and other HR systems, ensuring data accuracy and timely processing of personnel changes.
• Assists with preparation and processing of employee status changes, wage changes, department transfers, and termination documentation.
• Maintains employee photos, name badges, organizational charts, and employee directories.
• Maintains agency and volunteer records and supporting documentation.
• Maintains records of and assists with administration of employee parking permits and related tracking.
• Ensures compliance posters, employee communications, job postings, and HR-related notices are updated and distributed in a timely manner.
• Drafts, prepares, and distributes employee communications, flyers, announcements, and other HR materials.
• Coordinates employee training and development activities, including scheduling sessions, preparing materials, tracking attendance, and maintaining training records.
• Assists with coordinating employee events and engagement activities, including onboarding, orientation, staff celebrations, employee meetings, recognition programs, and special events.
• Takes clear and accurate meeting minutes and assists with follow-up communication and action item tracking as needed.
• Creates, edits, and formats PowerPoint presentations, spreadsheets, reports, and other HR documents.
• Monitors HR department email and phone inquiries and provides professional customer service to employees, applicants, residents, family members, and visitors, referring complex matters to Human Resources leadership.
• Assists with benefits, leave of absence, workers' compensation, payroll, and compliance administration by preparing documents, maintaining records, tracking deadlines, and supporting follow-up activities.
• Assists with internal and external audits by gathering, organizing, and preparing requested documentation.
• Orders and maintains HR office supplies, forms, badges, and department materials.
• Maintains strict confidentiality and professionalism in handling sensitive employee information and HR matters.
• Assists with HR projects, process improvement initiatives, compliance activities, and other duties as assigned.
• Establish and maintain effective team relationships with fellow staff; apply effective communication and listening skills
• Demonstrate professionalism in all interactions with all residents, colleagues, clients, vendors, and members of the public
• Provide a supportive and caring environment to meet the needs of residents as individuals and as members of a shared community
• Adhere to all company policies, procedures, safety, and compliance practices, and business ethics codes

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED