People Operations Executive Assistant

Umpqua Health • Roseburg, OR

9d • $54,000 - $66,000 • Onsite

About The Position

The People Operations Assistant is responsible for providing company-wide employee support and organizational oversight across a variety of HR and People Operations programs. In this role, the assistant manages employee files, reporting, and data analysis; maintains calendars; coordinates committee meetings; and prepares meeting minutes. The position also supports HR workflow coordination and tracks People Operations initiatives and responsibilities, helping to build a strong operational foundation for the organization.

Requirements

• High school diploma or equivalent required.
• Monday- Friday 8:00am- 5:00pm on-site (Roseburg, OR)
• Minimum of 2–3 years of administrative experience, preferably within Human Resources or People Operations.
• Experience working with HRIS systems and maintaining accurate, confidential employee records.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience working within shared drive or cloud-based environments.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.
• No suspension/exclusion/debarment from participation in federal health care programs (e.g. Medicare/Medicaid)
• Proficient computer skills, including MS Office suite.

Nice To Haves

• Associate’s degree or higher in Human Resources, Business Administration, or related field.
• 3+ years of administrative experience, preferably within Human Resources or People Operations.
• Experience with HRIS systems, HR administrative processes, and performance management systems.
• Working knowledge of HR compliance requirements, including EEOC reporting and related regulatory obligations.
• Experience working in a healthcare and/or nonprofit environment.
• SharePoint/ Intranet experience
• Experience considering the impacts of the work on multiple communities, including communities of color, in technical analysis.
• Experience working on a diverse team with different communication styles.
• Bi-lingual translation or translation capabilities a plus

Responsibilities

• Provide professional and responsive customer service to employees, applicants, and external stakeholders by answering questions, resolving issues, and directing inquiries appropriately.
• Serve as a point of contact for general HR inquiries, including answering and directing phone calls, responding to emails, and assisting walk-in visitors as applicable.
• Manage incoming and outgoing mail and correspondence, including distribution of HR-related documents and maintaining organized records.
• Maintain accurate and confidential electronic Human Resources files, including personnel records, correspondence, reports, compliance documentation, and related materials.
• Prepare and process internal HR action forms (e.g., status changes) and ensure all updates are completed accurately and in a timely manner.
• Coordinate and schedule internal and external meetings and interviews, including calendar management, logistics, catering arrangements, and serving as the primary point of contact when assigned.
• Attend meetings as required; prepare and distribute agendas; record and distribute meeting minutes; track action items; and follow through to ensure timely completion.
• Assist in the development and maintenance of committee charters and provide administrative support to ensure meetings operate efficiently and effectively.
• Support the coordination and management of HR and People Operations workflows and processes to ensure consistency, accuracy, and accountability.
• Manage the HR inbox by responding to, delegating, and tracking inquiries to ensure timely resolution.
• Process HRIS updates, required documentation, and requisitions, including oversight of electronic records and transfer of new hire information between recruitment of HRIS systems and shared drives.
• Generate and distribute HR reports, including attendance, new hire, compliance, exclusion, and turnover reports, as well as ad hoc reports as requested.
• Maintain HR tracking logs, spreadsheets, and compliance records, including required governmental reporting such as Annual EEOC filings.
• Assist with the administration of HR systems, including HRIS systems, ensuring forms, workflows, and documentation remain current.
• Support pre-employment screening processes, onboarding, and employee separation procedures, including documentation, scheduling, communications, and coordination with internal departments (e.g., IT).

Benefits

• Generous benefit packages including Paid Time Off (PTO), Health/Vision/Dental Insurance, 401k with a 6% company match, gym membership reimbursement, tuition reimbursement, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED