Human Resources Assistant

Eastern Virginia Medical School•Norfolk, VA

57d•Onsite

About The Position

The Human Resources Assistant provides essential administrative and operational support to the Talent Management & Culture department, ensuring efficient service delivery to employees, applicants, and the public. Serving as the first point of contact for the HR office, this position projects a welcoming, professional, and helpful presence-whether greeting visitors in person, responding to calls or emails, or assisting colleagues. The HR Assistant plays a key role in maintaining compliance with employment processes while upholding a positive and service-oriented experience for all stakeholders.

Requirements

Experience in a high-volume administrative office.
Intermediate to expert proficiency in Microsoft Office (Word, Excel, Outlook) with familiarity with office equipment. Must be detail oriented.
Email and calendar management tools

Nice To Haves

Associate or bachelor's degree in human resources, business administration management, or a related field.
HR-related certification such as PHR or SHRM-CP.
Customer service & communication skills.
Conflict resolution and active listening skills.
Familiarity with basic employment law (e.g. confidentiality, privacy and records management).
Strong organizational and time management skills, attention to detail and accuracy in data entry and document management.
Effective interpersonal and customer service skills, and proficient in written communication, including grammar and formatting.
Maintain confidentiality and handle sensitive information with discretion.
Work collaboratively with HR team members and other departments.
Adapt to changes in process, policy, and technology.
Prioritize and execute work independently with minimal supervision.

Responsibilities

Serve as the front-facing representative of the HR office, creating a positive first impression for all visitors, callers, and email inquiries.
Demonstrate a professional, approachable, and resourceful demeanor that reflects the values of Talent Management and Culture.
Ensure that all interactions, whether in person, by phone, or electronically, are handled promptly, courteously, and with a commitment to excellent service.
Answer and route multi-line telephone promptly and professionally, ensuring accurate message taking and courteous service to employees, applicants, and the public.
Greet and assist visitors by providing information on HR services, policies, and procedures; connect them with the appropriate staff member or resource to ensure efficient resolution.
Provide basic administrative support to the Senior Advisor and Associate Vice President for Talent Management and Culture, including calendar management, scheduling meetings, and preparing routine correspondence.
Create and issue ID badges to new employees, students, volunteers, temporary staff, residents and visitors, ensuring accuracy and a positive onboarding experience.
Monitor and manage the VHS-HR email box, providing timely, accurate, and service-oriented responses to inquiries or routing them to the appropriate HR functional area.
Support departmental operations through processing employment verification requests, opening and routing mail and faxes, paying invoices via the eVA Procurement System, and ordering supplies for the department and badging system.
Maintain employee records by filing processed documents into employees Banner Document Management (BDM) and ensuring confidentiality, accuracy, and compliance with recordkeeping standards.
Update cash journals for credit card sales (to include cash handling for replacement ID badges and HRT Go passes).
Coordinate the VHS Volunteer Process, ensuring timely communication, documentation, and onboarding in accordance with university policy.
Coordinate new hire processes, including I-9 verification, review and approval of onboarding documentation, and facilitation of employee name and address changes as needed.
Responsible for coordinating student orientation badging.
Assist as needed in areas such as Talent Acquisition or HR Operations, to include data entry and HR systems management.
Uphold a positive and professional image of the HR department through reliable attendance, polished communication, and a customer service mindset in all interactions.