HR Assistant: Compliance, Onboarding & Admin

Nord-Anglia-Education; Houston (TX); On-site; USD 36,000 - 42,000; Full time

Job summary

The Village School in Houston, TX is seeking a Human Resources Assistant to provide administrative and operational support to the HR department, ensuring accurate recordkeeping and confidentiality.

You will help with HR processes, compliance activities, employee support, background checks coordination, onboarding, offboarding, and HRIS data upkeep under the Director of Human Resources. Excellent organizational skills required.

Qualifications

• Experience or training in human resources, business administration, or a related field preferred.
• Proficiency in Microsoft Office applications and HR systems
• Must be eligible to work in the United States without employer sponsorship

Responsibilities

• Provide administrative and operational support to the HR Director and HR department.
• Assist with email drafts, correspondence and other communications.
• Coordinate reserving meeting spaces for department events, prepare agendas and materials.
• Assist with preparing presentations, reports, spreadsheets and other HR materials.
• Communicate the clearance process and requirements to vendors, volunteers, interns, and other non-employee personnel; and track completion of required background checks and trainings.
• Track employee and non-employee compliance requirements, including background checks and safeguarding trainings, to ensure individuals remain eligible to work or be present on campus.
• Maintain compliance trackers and follow up on outstanding requirements.
• Assist with preparing documentation for audits.
• Ensure required documentation is properly maintained.
• Escalate compliance concerns or overdue requirements to the HRD.
• Monitor and manage the HR department mailbox and ensure inquiries are addressed in a timely manner.
• Respond to routine employee questions and requests or route matters to the appropriate HR team member.
• Escalate sensitive, complex, or employee-relations matters to the HRD.
• Track outstanding requests and follow up with employees, managers, etc. to ensure timely resolution.
• Maintain accurate and confidential employee personnel records and documentation.
• Ensure documents are properly filed, easily accessible, and maintained in accordance with HR procedures.
• Scan and upload employee documentation into the appropriate electronic personnel file and verify that documents are complete, legible, and accurately filed.
• Conduct regular file audits to identify missing, outdated, or incorrectly filed documentation.
• Assist with HRIS data cleanup.
• Provide administrative support throughout the recruitment and hiring process.
• Assist with pre-employment requirements, including creating and maintaining candidates electronic and hard-copy files, coordinating background checks, reference checks, track required documentation, and ensuring all required compliance clearances are completed prior to the employee’s start date.
• Prepare and organize new-hire documentation and onboarding materials.
• Coordinate onboarding activities and track completion of required onboarding items.
• Support offboarding items.
• Provide administrative support for payroll related HR processes when needed.
• Assist employees with routing routine payroll and benefits questions to the appropriate HR or Business Office contact.
• Support benefits-related administrative activities, including employee communications and documentation.
• Coordinate and complete audit requests by gathering, organizing, and preparing the required supporting documentation and information for submission and review.
• Support departmental projects, initiatives, and special assignments.
• Maintain strict confidentiality and exercise discretion when handling employee files, payroll, benefits, and other sensitive or confidential information.
• Provide professional, responsive, and service-oriented support to employees and managers.
• Exercise sound judgment when determining which matters can be handled independently and which should be escalated.
• Comply with all school policies, procedures, and applicable HR requirements.
• Perform other duties as assigned.

Skills

HR experience

MS Office

HR systems

US work eligibility

Job description

The Village School in Houston, TX is seeking a Human Resources Assistant to provide administrative and operational support to the HR department, ensuring accurate recordkeeping and confidentiality.

You will help with HR processes, compliance activities, employee support, background checks coordination, onboarding, offboarding, and HRIS data upkeep under the Director of Human Resources. Excellent organizational skills required.