HR Support Specialist - Entry Level

Insight Hospital and Medical Center; Chicago (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Insight Hospital and Medical Center Chicago is seeking an HR Support Specialist to provide high‑quality customer service and confidential HR support. You will handle routine inquiries, form distribution, and benefits information with professionalism.

The role includes assisting recruitment, processing pre‑employment steps, maintaining personnel files, and coordinating orientations for new staff within a busy hospital environment.

Qualifications

• High School Diploma required and 5+ years of customer experience; HR experience preferred.
• Excellent interpersonal and customer service skills are essential.
• Proficient with Microsoft Office and HRIS systems; able to handle confidential information.

Responsibilities

• Greet walk-in customers and respond to routine requests in a timely, professional manner.
• Answer and route HR department calls; manage messages and voicemails.
• Distribute HR information and forms; verify form completeness and signatures.
• Assist in communicating benefits information and HR policies.
• Coordinate recruitment tasks, pre-employment processing, and orientations.
• Prepare personnel files; maintain master files for HR documents.
• Assist with I-9, background checks, and employment verifications.
• Coordinate orientation attendees and maintenance of department equipment.

Skills

Excellent interpersonal skills

Customer service

Ability to learn new computer systems

Professionalism and confidentiality

Education

High School Diploma

Tools

Microsoft Office Suite

HRIS database

Job description

WE ARE INSIGHT: At Insight Hospital and Medical Center Chicago, we believe there is a better way to provide quality healthcare while achieving health equity. Our Chicago location looks forward to working closely with our neighbors and residents to build a full-service community hospital in the Bronzeville area of Chicago; creating a comprehensive plan to increase services and meet community needs. With a growing team dedicated to delivering world‑class service to everyone we meet, it is our mission to deliver the most compassionate, loving, expert, and impactful care in the world to our patients. Be a part of the Insight Chicago team that provides PATIENT CARE SECOND TO NONE! If you would like to be a part of our future team, please apply now!

GENERAL SUMMARY

Under the direct supervision of the Vice President, Human Resources/Risk Management, the Human Resources Support Specialist provides a variety of customer support services for the department. In the performance of these duties, the HR Support Specialist maintains strict confidentiality of all information and exhibits through his/her work the values consistent with the mission of Insight Hospital & Medical Center. The HR Support Specialist provides high‑quality service to all customers. These duties are to be performed in a highly confidential manner, following the mission, values, and behaviors of Insight Hospital and Medical Center. Employees are further expected to provide a high quality of care, service, and kindness toward all patients, staff, physicians, volunteers, and guests.

Provides service to customers:

• Greets all walk‑in customers (applicants, employees, guests, etc.) and responds to routine requests in a timely and professional manner.
• Answers Human Resources department phone lines in a professional and friendly manner.
• Takes messages and refers calls to appropriate staff members promptly.
• Retrieves, responds to, and/or appropriately directs Human Resource voicemail messages accordingly.
• Distributes Human Resources information and forms to customers.
• Reviews submitted forms to ensure that all information and signatures are complete.
• Assists in communicating benefits information and interpreting human resources policies and procedures.
• Responds to employment verification requests following Hospital policy.
• Prepares and mails employee anniversary cards monthly.
• Collects and distributes mail. Order, receive, and distribute routine supplies for the department.
• Coordinates maintenance and upkeep of departmental machines (i.e. copier, fax, etc.).

Assist with recruitment functions:

• Prepares and mails application acknowledgments bi‑weekly.
• Administers skill tests to applicants.
• Schedules newly hired employees for pre‑employment processing and Hospital orientation.
• Distributes, collects, and reviews all employment‑related documents.
• Verifies employment eligibility and completes I‑9 forms.
• Coordinates reference and criminal background check processes.
• Issues hospital identification badges.
• Prepares official personnel files.
• Maintains master files for applications, I‑9 forms, and other human resource documents.

Assists with various departmental‑related duties:

• Coordinates the retrieval and return of terminated employee files as needed.
• Enters New Employee Orientation (NEO) attendees in the Health Stream System application.
• Maintains and enters employee parking information in access.
• Prepares check requisitions and purchase orders.
• Assigns lockers and issues uniform vouchers.
• Completes special projects and performs other related duties as assigned.

Required Knowledge, Skills, and Abilities

Knowledge:

• High School Diploma required.
• Five years of customer experience required; specific human resources experience preferred; OR any similar combination of education and experience.

Skills:

• Excellent interpersonal and customer service skills required.
• Proficient in Microsoft Office Suite required and prior experience with an HRIS database preferred.

Abilities:

• Ability to learn and adapt to new computer systems is preferred.
• Professionalism and confidentiality are required.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift or push/pull up to 25 pounds.

Insight is an equal opportunity employer and values workplace diversity!