Description:
Job Summary
Reporting to the HR Manager, the Administrative Assistant – HR & Front Desk provides primary reception coverage for the Administrative Services entrance while supporting the day-to-day administrative needs of the Human Resources department and Education & Research activities. This position serves as a welcoming and professional point of contact for visitors, staff, vendors, and others entering the Organization and assists with deliveries and general front desk operations. The Administrative Assistant provides ongoing support with employee records, onboarding, compliance and evaluation tracking, Relias administration, and student and education-related documentation and activities. This role requires strong customer service, communication, organizational, and follow-through skills, as well as the ability to manage multiple priorities while maintaining confidentiality and supporting established HR and organizational processes.
Duties/Responsibilities
Front Desk & General Admin Support
- Provides primary reception coverage for the Administrative Services entrance, serving as a welcoming and professional point of contact for visitors, staff, vendors, and others entering the Organization; notifies staff when scheduled guests arrive.
- Greets and directs visitors, receives and coordinates deliveries, responds to routine inquiries, and assists with other front desk and administrative needs.
- Determines appropriateness of visitors to the PACE-RI site and follows security procedures to ensure safety.
- Provides all guests with a daily visitor badge; ensures sign in sheets are updated and available daily.
- Answers phones during business hours with a customer service focus; triages and forwards calls appropriately.
HR Specific Tasks
- Provides administrative support to the Human Resources department, including maintaining electronic employee files in Paylocity in accordance with established filing requirements.
- Prepares and timely distributes: assigned routine reports and materials.
- Tracks completion of initial and annual employee competencies, sends timely reminders, and notifies the HR Manager of outstanding requirements or concerns regarding compliance deadlines.
- Tracks 90-day and annual performance evaluations, sends regular reminders to managers, and notifies the HR Manager of overdue evaluations.
- Assists with new hire onboarding, including onboarding checklist coordination, preparation of orientation binders and materials, and other routine onboarding activities.
- Collects and compiles new hire orientation feedback and provides results to the HR Manager.
Education & Training Support
- Provides administrative support for Relias, including adding new hires, assigning established orientation training plans and CNA dementia training, maintaining user account information, and processing account status changes for new hires, leaves, and separations.
- Tracks completion of required Relias training during the new hire orientation period, sends reminders regarding incomplete modules, and notifies the Education & Research Associate of outstanding requirements.
- Maintains student files and required documentation, including attestations, immunization records, test results, criminal background checks, and other established student requirements.
- Tracks seasonal influenza vaccination or declination documentation for students & interns and maintains required information for DOH reporting.
- Should this be for students & interns
- Prepares student orientation resource folders and maintains student badge inventory.
- Provides administrative support for educational sessions, including preparing flyers and materials, distributing surveys, compiling feedback, and maintaining education attendance records.
- Maintains internship and student program tracking information, including the annual intern tally, academic partner contact information, and semester grids.
- Assists with administrative tracking and documentation associated with the annual PLA review and related system updates.
- Performs other related duties as required and assigned.
Requirements:
Required Skills & Abilities:
Ability to maintain confidentiality
Ability to prioritize tasks and meet project deadlines
Proficiency with MS Office Suite or similar software
Dependable and punctual with ability to maintain consistent attendance
Ability to read, write and comprehend English
Ability to maintain sound judgement under stress and communicate effectively
Education Requirements
High School Diploma or Equivalent, Required
Bachelors, Preferred
Physical Requirements
Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 10 pounds and at times up to 20 pounds.
Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.
Experience
1 to 3 years of office support experience, Preferred
1 year of experience working with a frail or elderly population, Preferred
License & Certification Requirements
None
Position Requirements
Driver's License & access to reliable transportation: community-based travel may be required.
