People & Culture Admin Assistant

Excelsia Injury Care

42d

About The Position

The Administrative Assistant provides primary administrative and operational support to the Human Resources department. This role is responsible for maintaining accurate employee records, supporting onboarding and training processes, assisting with compliance tracking, and ensuring HR systems are up to date. The position also provides limited administrative support to the Executive Leadership Team, including coordinating travel arrangements, processing expense reimbursements, and consolidating leadership materials for executive reporting. This role plays a key part in ensuring efficient HR operations and maintaining compliance across the organization.

Requirements

Strong attention to detail and organizational skills
Ability to maintain confidentiality and handle sensitive information with discretion
Strong written and verbal communication skills
Ability to manage multiple tasks and meet deadlines
Proficiency in Microsoft Office, including Excel, Outlook, and PowerPoint
Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred
One to three years of administrative, human resources, or office support experience preferred

Nice To Haves

Experience working with HRIS systems, including UKG, preferred

Responsibilities

Maintain accurate employee data across HR systems, including UKG, Redzone, Snappy, Samba Safety, Pro Learning, and other HR and compliance platforms
Add new hires, remove terminated employees, and update employee information to ensure system accuracy
Process employee status changes, including filing approvals, updating HRIS records, and notifying Payroll
Prepare and distribute weekly active employee reports, including employee contact information, department, job title, and manager
Upload employee data to external platforms, including Grant Circle and Verify Comply
Maintain organized electronic employee personnel files and ensure proper file structure and documentation
Maintain training tracking spreadsheets and monitor/drive completion of required training programs, including Cyberhoot, and issue all coaching forms and initiate disciplinary action as per Excelsia Training & Required Acknowledgement Completion Policy & Procedure
Conduct follow ups at two week and four week intervals to ensure completion of required training
Pull employee information from Compliance and ensure accuracy of employee status, title, manager, and employment status
Assist with EMR training tracking and reassignment updates
Track provider license, certification, and insurance expiration dates beginning six months prior to expiration
Maintain the provider credential tracking spreadsheets and ensure accuracy
Assist with provider onboarding and ensure required documentation is complete and properly filed
Process Certificates of Insurance renewals, file documentation, and distribute updated certificates to providers
Maintain provider files and ensure confidential information is appropriately stored
Assist with onboarding activities, including preparing orientation materials, collecting I-9 documentation, and assisting new hires with system access
Respond to employee requests for employment verification letters and other employment documentation
Maintain employee recognition programs, including birthday and anniversary reports and coordination of recognition gifts
Maintain employee recognition platforms and ensure participant lists are accurate and up to date
Assist with unemployment claims administration and reporting of new hires in applicable states
Support HR leadership with reporting, documentation, and special projects
Maintain Samba Safety records, including adding new drivers, removing terminated employees, and monitoring driver safety scores
Assist with follow up for employees with elevated safety scores, as directed
Support annual payroll and accounting audits by gathering and providing requested documentation
Coordinate travel arrangements for Executive Leadership Team members, including flights, hotels, and transportation, as requested
Prepare and submit expense reimbursement reports on behalf of Executive Leadership Team members
Collect PowerPoint slides and updates from organizational leaders and consolidate materials into a single weekly presentation for the CEO
Ensure presentation materials are properly formatted and delivered in accordance with established deadlines
Maintain organized HR filing systems and documentation
Create shipping labels and coordinate document delivery as needed
Provide administrative support to ensure efficient daily HR operations
Performs other duties as assigned