Human Resources Assistant

Villa Healthcare; Petoskey (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

Villa at the Bay in Petoskey, MI is seeking a Human Resources Assistant to join the team under the HR Director. This entry-level role provides administrative support for recruitment, onboarding, payroll and benefits, and HR systems while maintaining confidentiality.

You will assist with pre-employment checks, new hire setup, and routine HR inquiries, gaining exposure to core HR functions in a healthcare setting. Opportunities to grow within Villa Healthcare.

Qualifications

• High school diploma required, healthcare experience preferred but not required.
• Experience with HR systems, ATS, or payroll systems is a plus.
• Demonstrates confidentiality and professional communication.

Responsibilities

• Assist with recruitment, ATS movement of candidate records, and scheduling.
• Support onboarding, background checks, and pre-employment screenings.
• Enter new hires into HRIS and track onboarding steps.
• Process PANs and employee status-change documents for approval.
• Coordinate new hire orientation and materials with facility managers.
• Support benefits enrollment and payroll data accuracy.
• Respond to routine HR questions and escalate when needed.
• Maintain confidential employee records and HR compliance files.
• Assist with employment verifications, garnishments, and WOTC requests.
• Support employee engagement and HR policy adherence.

Skills

Organizational skills

Confidentiality

Multitasking

Communication skills

Microsoft Office

Teamwork

Education

High school diploma

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.

Don't miss out on this incredible opportunity to join the Villa Healthcareteam and make a real difference in the lives of others.

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 AssistantSkills 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.