Human Resources Support Specialist

BXP•Boston, MA

1d•Onsite

About The Position

The Human Resources Support Specialist provides overall support to the Human Resources department with a primary focus on Total Rewards. This role involves coordinating logistics and preparing materials for benefits and wellness programs, processing invoices, assisting employees with benefits enrollment and inquiries, administering tuition reimbursement and scholarship programs, and supporting leave of absence and disability programs. The specialist will also assist with COBRA administration, internal audits, and managing pet insurance and holiday calendars. Additionally, the role provides backup support for HR compliance, operations, and general HR department support, including data input, labor law poster maintenance, and managing the HR department calendar and communications.

Requirements

High School diploma or equivalent educational certification required.
2+ years of progressively responsible administrative experience preferred.
Previous experience in Human Resources highly desirable.
Ability to multi-task and prioritize in a fast-paced environment.
Demonstrated ability to work proactively, both independently and part of a team, and ability to achieve results without close supervision.
Demonstrated practical, hands-on, “can-do” approach.
Strong analytical and problem-solving skills.
Ability to interface with all levels of employees.
Demonstrated commitment to and proficiency in a customer service culture.
Proven organizational skills and attention to detail.
Excellent verbal and written communication skills.
Observes confidentiality guidelines at all times, with a high degree of professionalism, discretion and respect for sensitive situations.
Proficiency with Microsoft Office (Word, Excel, PowerPoint), and ability to use data to generate reports and presentations.
Flexibility with schedule and ability to work beyond regular business hours.

Nice To Haves

BA/BS degree strongly preferred.
Previous experience using a Human Capital Management (HCM) system is desirable.

Responsibilities

Coordinate logistics and prepare materials for benefits and wellness programs, including new hire orientations, flu shot clinics, webinars, and other events as needed.
Reconcile and process benefit/vendor invoices.
Support new employees through the benefits enrollment process.
Assist employees with qualifying life events, documentation collection, and benefit retro-deduction calculation.
Serve as a point of contact for employee inquiries related to benefits.
Administer tuition reimbursement and scholarship programs.
Support Benefits Analyst in administering leave of absence and disability programs including FMLA, short term disability, and long-term disability in accordance with all applicable federal and state laws.
Assist with COBRA administration by monitoring notices for separating employees and updating rates during annual enrollment.
Assist with various internal audit processes for benefits as well as an annual 401(k) audit.
Participate in open enrollment planning and execution.
Manage pet insurance administration with vendor & coordinate associated deductions with Payroll.
Prepare and publish annual holiday calendars.
Maintain benefits documentation in personnel files (P-Files).
Manage communications for wellness program and mental health wellbeing program.
Conduct Benefits orientation sessions for new hires.
Administer matching gift program by drafting communications, creating campaigns, monitoring funding, and approving external donations.
Oversee the collection and approval of forms for Volunteer Day benefit.
Provide backup support for data input of confidential employee information into the HCM including new hires, promotions, transfers, separations, and information updates.
Assist with maintenance and distribution of labor law posters and compliance notices companywide.
Provide support to HR Leadership on special projects and provide operational support as needed.
Provide prompt, courteous, and accurate customer service to internal and external parties.
Provide oversight of department timekeeping (eTime), facilitating the approval process.
Assist with updating HR page on internal portal, including updating department documents and publicizing benefits programs and events.
Monitor and maintain HR Department calendar.
Serve as department point of contact and coordinate ongoing maintenance of employee personnel files with designated file contacts.
Provide backup support to Talent Acquisition Coordinator and Payroll.
Ensure all incoming inquires are fielded appropriately (toll free HR line, HR mailbox, etc.).
Unlock department offices, and maintain organization of department collaboration room and personnel file room.
Open and distribute department mail.
Assist with distributing HR department communications via email & internal portal.
Assist with department travel.
Coordinate department meetings, visitor pre-clearance, conference room reservations, conference calls, catering, etc. as needed.
Process expenses for HR leadership.
Provide department budget support.