Human Resources Assistant

The South Bend Clinic • South Bend, IN

6d • Onsite

About The Position

The Human Resources Assistant supports administrative work and projects for the Senior HR Business Partner and other HR team members. The role assists HR and management staff with employment requirements, employee relations, benefits, and employee appreciation activities. It maintains personnel records and department files, uses HRIS and other applications to track information and generate reports, and prepares HR documents using Microsoft Office. The position also supports employee recognition, orientation, hiring processes, reception, compliance postings, and general department operations. The role is based at 211 N Eddy Street, South Bend, Indiana, and is scheduled for 32 hours weekly, Monday through Friday, 8:00 a.m. to 3:30 p.m.

Requirements

• Bachelor’s degree required.
• Knowledge of human resources principles and practices, especially confidentiality.
• Sound judgment in decision-making.
• Superior customer service skills.
• Ability to prioritize effectively.
• Demonstrated proficiency with Microsoft Office.
• Aptitude for generating reports from other platforms.

Nice To Haves

• Bachelor’s degree in a related field preferred.

Responsibilities

• Support administrative tasks and projects for the Senior HR Business Partner and other team members as directed.
• Assist HR and management staff with employment requirements, employee relations, benefits, and employee appreciation activities.
• Organize and maintain department filing and office supplies.
• Scan employee files into electronic records in accordance with record-retention laws.
• Use HRIS and other IT applications to track information and develop reports, including license and certification expirations, birthdays, and parking assignments.
• Respond to employment verification requests and maintain related documentation in employee electronic files.
• Respond to unemployment claims and maintain related documentation in employee electronic files.
• Create and revise HR documents using Word, Excel, and other tools as requested.
• Maintain the HR shared folder, prevent duplications, and place new and revised documents in corresponding shared folders.
• Prepare monthly new-hire and anniversary reports for the Director of Marketing & Communications newsletter.
• Coordinate Employee Appreciation Days, including running reports, ordering items, preparing inserts, and coordinating deliveries to satellite locations when needed.
• Maintain the Eddy Street parking garage report, obtain team members’ license plate numbers, and issue parking permits according to position.
• Print badges for vendors and team members.
• Cross-train in new employee orientation setup and participate in orientation.
• Perform respirator fit testing for clinical team members who require it at hire.
• Assist with the off-cycle new-hire process.
• Plan recognition activities for retiring employees.
• Order flowers on behalf of the clinic for bereavements, retirements, births, and other occasions.
• Serve as receptionist by phone and in person for employees, guests, and others.
• Answer general questions and refer people to appropriate team members when necessary.
• Look for ways to assist team members and learn the basics of their positions.
• Maintain compliance posters at all locations.
• Maintain the professional appearance of the HR suite.
• Initiate process improvements within the role’s scope to increase efficiency and effectiveness.
• File employee-related documents according to department processes and organize and manage the HR shared drive.
• Ensure the department is stocked with necessary office supplies and request supplies through the Clinic’s ordering system.
• Treat internal and external contacts as customers and serve them professionally.
• Perform other duties as assigned.

Benefits

• Comprehensive medical, dental, and vision benefits, including healthcare navigation assistance.
• Mental health benefit at no cost.
• Employer-provided life and disability insurance.
• Up to $5,250 in tuition reimbursement per year.
• Immediate 401(k) match.
• 40 hours of paid volunteer time off.
• Culture committed to community engagement and social impact.
• Up to 12 weeks of parental leave at 100% pay, subject to eligibility requirements.
• Financial benefit for adoption and surrogacy for non-physician team members, subject to eligibility requirements.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level