Human Resources Administrative Assistant

SUNY Downstate; New York (NY); On-site; USD 48,000 - 60,000; Full time

Job summary

SUNY Downstate is seeking an HR Administrative Assistant to support HR compliance, processing employment requests, and managing HR administrative tasks. Responsibilities include handling inquiries, VOEs, PSLF forms, fiscal operations, budgeting, records management, and HRIS data entry.

The role involves generating reports, conducting market analyses, and ensuring timely processing of contracts and services.

Responsibilities

• 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 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 escal ... .
• 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.

Job description

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 escal ... .

• 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.