Among human resources assistants, except payroll and timekeeping, AI is already used for a large share of the tasks. Measured exposure for human resources assistants, except payroll and timekeeping: 40% (high).

Share of this job’s tasks that AI is already used for at work, from real usage. It is not a forecast of job loss, and a low number means no use seen yet. Source: Anthropic Economic Index.

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About the job

Job Summary

The HR Administrative Assistant will be responsible for supporting Human Resources efforts with an emphasis on the functional areas of HR compliance, processing employment requests, managing HR administrative tasks including tracking invoices and updating policies and procedures.

Key Responsibilities & Duties

Greet visitors and serve as an in-house resource person by handling inquiries, locating information, and making referrals.

Answer the main HR line and manage the HR inbox while directing inquiries appropriately.

Process verification of employment letters (VOE), PSLF forms, and/or forward requests to the appropriate department for processing.

Assist with the management of the fiscal operations of the department, including oversight of department purchase cards and other transactions.

Support fiscal management of all contract-related services provided by the HR department, including coordinating with Accounts Payable and other appropriate divisions to ensure timely processing of financial transactions.

Assist in liaising with contracts and procurement to ensure contracts are renewed timely and services remain up to date.

Assist with developing policies and procedures for the Human Resources department, including budget, records management, and compliance.

Prepare and generate reports from the HRIS system and analyze reports as needed in Excel.

Assist in preparing market analyses (e.g., researching posted positions of competitors) and draw conclusions from information found.

Assist with analysis of Fair Labor Standards Act (FLSA), minimum wage, and Classification and Compensation analysis as needed.

Input data into the HRIS system.

Manage Outlook calendar for HR senior leadership as requested.

Oversee general department operations related to ordering supplies, purchasing equipment, and similar activities.

Contribute to day-to-day office activities.

Prioritize and manage workload to meet critical deadlines.

Ensure compliance with all processes and maintain a high level of confidentiality at all times.

Participate in regulatory, accreditation, and mock surveys (i.e., JCAHO, DOH, CMS, CAP, OMH, EMTALA, ESRD, etc.), if applicable.

Maintain accuracy and integrity of employee data in the HR system of record.

Support other HR staff and perform specific tasks in their absence, including fielding and directing HR-related questions.

Conduct quality assurance reviews of relevant documents to ensure accuracy, completeness, and compliance with federal, state, local, and university regulations/guidelines, as applicable.

Ensure all relevant HR practices and policies are followed.

Resolve employee and business queries and escalate issues appropriately as needed.

Provide excellent customer service to members of the organization at all levels.

Complete, deliver, and communicate assignments accurately and on time.

Work on Human Resources special projects as needed.

Perform other related duties as assigned, based on departmental and operational needs.

Required Qualifications

Associate’s Degree.

1+ year of professional experience in an administrative role, preferably in higher education or the public sector.

Or, a satisfactory equivalent combination of experience, education and training.

Preferred Qualifications

Experience in a government agency, university, and/or hospital setting.

Certifications or membership in the Society for Human Resource Management, American Staffing Association, or similar organization.

Excellent written and verbal communication skills and emotional intelligence.

Detail-oriented.

Strong analytical and organizational skills.

Ability to work independently and effectively in a team environment.

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.