Senior HR Operations Assistant

American College of Surgeons•Chicago, IL

3d•Hybrid

About The Position

The Senior HR Operations Assistant supports the Human Resources department by providing administrative and operational services while maintaining confidentiality. The role directly supports HR leadership and indirectly supports the HR team through daily activity coordination, employee record maintenance, HR systems support, communications, onboarding, reporting, and organization-wide training programs and events. This non-exempt position reports to the Chief Human Resource Officer in the Department of Human Resources. It is based in the Chicago office and follows a hybrid schedule of three days per week in the office and two days per week remote. The anticipated salary range is $68,484–$73,000 on an hourly basis, commensurate with related experience.

Requirements

Associate’s degree required.
Three to five years of administrative experience, preferably in human resources or training coordination.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Strong organizational, time-management, and attention-to-detail skills.
Excellent written and verbal communication skills.
Proficiency with numbers and budgets.
Proficiency in Microsoft Office and business communication tools.
Ability to work under pressure, meet deadlines, and follow detailed instructions accurately.

Nice To Haves

Bachelor’s degree preferred.
HR certifications such as PHR or HR coursework.
Prior experience supporting HR operations, employee training, reporting, or HRIS systems such as UKG.
Exposure to HR practices, labor laws, payroll, and employment regulations.
Experience with HRIS and learning platforms such as UKG and LinkedIn Learning.

Responsibilities

Provide administrative support to HR leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, and correspondence.
Maintain HR files, records, and documentation in accordance with organizational and document-retention policies.
Coordinate internal and external HR events and meetings, including room reservations, setup, catering, supplies, logistics, and external event participation.
Perform clerical work, including answering phones, distributing mail, preparing documents and presentations, developing surveys and reports, processing check requests, coding invoices, tracking expenses and budget details, and maintaining supplies.
Monitor and maintain the HR mailbox and ensure follow-up with appropriate team members.
Assemble new-hire documents, complete I-9 verifications, and support employee transitions, including offboarding.
Coordinate required electronic and physical postings and ensure ongoing compliance.
Coordinate HR team meetings, agendas, and invited guest speakers.
Participate in ACS Active and facilitate the Buddy program and events representing HR.
Enter and maintain employee data in UKG HRIS and related systems, ensuring accuracy and data integrity.
Run reports and compile data for EEO, VETS-100, turnover reporting, budgeting, policy acknowledgements, organizational charts, and other needs.
Prepare data and reports in support of HR programs, audits, and leadership requests.
Use organizational technology systems to facilitate work outcomes.
Coordinate weekly HR content for the intranet, digital signage, postings, and café displays, ensuring information is current and accessible.
Draft and distribute HR communications, including memos, agendas, forms, letters, and all-employee announcements.
Update the Employee Handbook and distribute policies as required.
Coordinate organization-wide employee training, including scheduling, communications, registration, materials, room or virtual meeting setup, and attendance tracking.
Identify and assign employees to required or appropriate training based on role, organizational requirements, and HR leadership direction.
Administer and coordinate training through platforms and vendors such as LinkedIn Learning, including assignments, completion tracking, reminders, and recordkeeping.
Organize, prepare, and help facilitate in-person and virtual training sessions, including Values, Orientation, Manager sessions, annual harassment prevention and bystander training, and other organization-wide learning initiatives.
Serve as a point of contact for employees and managers regarding training schedules, access, assignments, and completion requirements; troubleshoot routine issues and escalate as needed.
Maintain training records and prepare participation and completion reports for compliance, program administration, and HR leadership.
Assist with evaluating training participation and feedback, and support updates to training materials, communications, and processes.