Human Resources Assistant

Villaatthebayhc; Petoskey (MI); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Daily Pay

Tuition Reimbursement Program

401(k) with company match

Medical Insurance

Dental, Vision & Disability insurance

EAP

Job summary

Villa at the Bay in Petoskey, MI, is seeking an entry-level Human Resources Assistant to provide administrative and operational HR support under the HR Director and regional teams.

You will help with recruitment, onboarding, employee records, HRIS maintenance, payroll support, and benefits administration while handling sensitive information with confidentiality.

Qualifications

• High school diploma or equivalent required.
• Prior HR, payroll, recruiting, administrative, or healthcare experience preferred but not required.
• Interest in developing a career in HR and willingness to learn is preferred.

Responsibilities

• Assist with ATS candidate records movement and support hiring managers with basic process questions.
• Process pre-employment requirements like background checks and screenings.
• Enter new employees into HRIS and track onboarding steps.
• Prepare and process PANs and status-change documents for review.
• Schedule new hire orientation and coordinate participation by facility managers.
• Support benefits enrollment and payroll documentation processing.
• Respond to routine HR questions and escalate when needed.
• Maintain confidential employee files and HR records.
• Assist with employment verifications, garnishments, WOTC, and other HR requests.
• Maintain HR compliance records and postings.
• Track leave documentation and HR deadlines.
• Support employee engagement and facility committee activities.
• Follow HR policies and seek guidance for non-routine matters.
• Perform general HR admin duties and maintain trackers.

Skills

Organizational skills

Confidentiality

Multitasking

Communication

Microsoft Office

HR systems familiarity

Teamwork

Education

High school diploma or equivalent

Tools

ATS

HRIS

Outlook

Excel

Job description

Villa at the Bay is seeking a Human Resources Assistantto join their team! Under the direction of the Human Resources Director and with support from the regional and home office Human Resources teams, the Human Resources Assistant provides administrative and operational support for facility-level Human Resources activities. The primary purpose of this position is to assist with recruitment, onboarding, employee records, HR systems, payroll and benefits administration, and other day-to-day HR functions while maintaining confidentiality and following established company processes. This is an entry-level Human Resources role designed to develop knowledge and experience across core HR functions.

Human Resources Assistant Duties and Responsibilities

• Assists with moving candidate records through the Applicant Tracking System (ATS) and supports hiring managers with basic process questions.

• Initiates and tracks pre-employment requirements, including background checks, fingerprinting, and other required screenings, under the direction of the Human Resources Director.

• Assists with entering new employees into the HRIS and monitors completion of required onboarding steps and documentation.

• Prepares and processes Personnel Action Notices (PANs) and other employee status-change documentation for review and approval.

• Assists with scheduling new hire orientation, preparing materials, and coordinating participation by facility managers.

• Supports benefits enrollment administration by providing employees with enrollment information, tracking completion, and assisting with system updates as directed.

• Provides administrative support for payroll processing, including reviewing timekeeping information, gathering documentation, and assisting with corrections as directed by the Human Resources Director.

• Supports recruiting initiatives, including job postings, candidate communication, interview scheduling, job fairs, and community or school partnerships.

• Responds to routine employee questions regarding HR processes, policies, payroll, benefits, and other employment matters; escalates questions or concerns to the Human Resources Director when appropriate.

• Maintains employee personnel files and other HR records in an organized, accurate, and confidential manner in accordance with company requirements.

• Assists with employment-related documentation and requests, including verifications of employment, garnishments, disability paperwork, WOTC requests, and medical support orders, as directed.

• Assists with maintaining required HR and compliance records, including OSHA files, licenses/certifications, training records, and other required documentation.

• Maintains HR bulletin board postings, including required State and Federal notices and other employee communications, under the direction of the Human Resources Director.

• Assists with tracking employee leave documentation and other HR deadlines while routing questions and determinations to the Human Resources Director.

• Supports employee engagement, retention, recognition, and facility committee activities as assigned.

• Maintains confidentiality of employee information and exercises appropriate discretion when handling sensitive information.

• Follows established Human Resources policies, procedures, and workflows and seeks guidance when matters fall outside routine processes.

• Performs general administrative duties for the Human Resources department, including filing, scanning, data entry, preparing correspondence, and maintaining trackers or reports.

• Provides administrative support for employee relations, leave administration, investigations, and corrective action processes as directed by the Human Resources Director; escalates employee complaints, policy interpretation, and other matters requiring HR judgment or decision-making.

• All other duties, as assigned.

Human Resources Assistant Skills and Abilities

• Strong organizational skills and attention to detail.

• Ability to maintain confidentiality and handle sensitive employee information appropriately.

• Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.

• Professional verbal and written communication skills and a customer-service approach when working with employees and managers.

• Basic knowledge of Microsoft Office Suite (i.e. Outlook, Excel, Word) and ability to learn HR-related technology systems.

• Ability to follow established procedures, ask questions when clarification is needed, and learn Human Resources practices and employment-related requirements.

• Ability to work effectively as part of a team and accept direction and feedback.

Human Resources Assistant Education and Experience

• High school diploma or equivalent required.

• Prior Human Resources, payroll, recruiting, administrative, or healthcare experience preferred, but not required.

• Experience with HR systems, applicant tracking systems, or other business software preferred, but not required.

• An interest in developing a career in Human Resources and a willingness to learn is preferred.

Physical Requirements

• Must be able to move intermittently throughout the workday.

• May be necessary to assist in the evacuation of residents during emergency situations.

• The noise level in the work environment is usually moderate.

Villa HealthcareBenefits:

• Daily Pay & Competitive Compensation

• Tuition Reimbursement Program

• 401(k) with company match

• Medical Insurance

• Dental, Vision, and Disability insurance

• Employee Assistance Program (EAP)

• Access to Villa Perks, an Employee Discount Program

• Innovative Training Programs

• Opportunity for Growth and Advancement

• Paid Time Off

• And much more!

* The above company benefits apply to full‑time employees working 30 or more hours per week. Eligibility for specific benefits may vary depending on employment status and location.

Why Villa?

At Villa, we believe great care begins with how we treat our people. When our team members feel supported, respected, and empowered, better outcomes follow for residents and their families.

Whether you're at the bedside or behind the scenes, your work matters here because every role contributes to someone’s comfort, dignity, and healing. When you join Villa, you are not just building a career. You are becoming part of a team united by purpose.

We support our team members through mentorship, professional development, and a culture built on collaboration, trust, and growth, so you can continue to learn, contribute, and make a meaningful impact.

Villa Healthcare has a long and successful history of providing both short‑ and long‑term skilled nursing care. We are committed to personalized, integrated care that considers the total well‑being of every guest and their family members and goes beyond simply meeting expectations. This commitment is reflected in our empathetic and respectful culture, where we honor individual preferences and needs so each guest can feel at home while working toward optimal health outcomes.

At Villa, we believe in making people better, and our B.E.T.T.E.R. Service Excellence Code of Conduct guides how we show up every day. As a member of the Villa team, employees are expected to uphold these standards by Being welcoming to all, Establishing meaningful relationships, demonstrating Trust and respect, supporting Teamwork, Engaging and communicating openly, and Recognizing one another’s contributions.

Villa HealthcareFacilities are Equal Opportunity Employers and do not discriminate based on any protected right such as race, color, nationality, gender, age, disability or any protected applicable right under the National Labor Relations Act.