Human Resources Administrative Assistant

 

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

MC

Job Summary:

The Department of Human Resources at SUNY Downstate Health Sciences University is seeking a full-time Personnel Assistant / Administrative Assistant. 

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.

 Duties and Responsibilities Include:

• Greet visitors and serve as an in-house resource person by handling inquires/locating information and making referrals
• Answer the main HR line and manage HR inbox while directing inquiries appropriately
• Process verification of employment letters (VOE), PSLF forms, etc. and/or forward requests to appropriate department for processing

• Assist with the management of the fiscal operations of the department to include oversight of the department purchase cards or other such transactions
• Support fiscal management of all contract related services provided by HR department to include coordinating with Accounts Payable and other appropriate divisions to ensure the timely processing of financial transactions
• Assist is liaising with contracts and procurement to ensure contracts are renewed timely and services remain up-to-date

• Assist with developing policy and procedures for the Human Resources department including budget, records management, and compliance
• Ability to prepare and generate reports from HRIS system and analyze reports as needed in excel
• Assist in preparing market analysis (e.g., researching posted positions of competitors) and draw conclusions from information found
• Assist with analysis of Fair Labor Standard Act (FLSA), minimum wage analysis, and Classification and Compensation analysis as needed
• Input data in HRIS system

• Manages Outlook calendar for HR Senior leadership as requested
• Oversees general department operations related to the ordering of supplies, the purchase of equipment, and other such actions

• Contributes to the day to day activities of the office
• Prioritizing and managing workload to meet critical deadlines
• Ensuring compliance with all processes and maintaining a high level of confidentiality at all times
• Participating in regulatory, accreditation, and mock surveys (i.e. JCAHO, DOH, CMS, CAP, OMH, EMTALA, ESRD, etc.) if applicable
• Maintaining accuracy and integrity of employee data in HR system of record
• Support other HR staff and may perform specific tasks in the absence of others including fielding/directing HR related questions
• Conducts quality assurance reviews of relevant documents to ensure accuracy, completeness, and compliance (with federal, state, local, and university regulations/guidelines) as applicable
• Ensuring all relevant HR practices and policies are being followed
• Resolve employee and business queries and escalate issues appropriately as needed
• Work to provide excellent customer service to members of the organization at all levels
• Perform accurate and timely completion, delivery, and communication of assignments
• Works on Human Resources Special Projects as needed
• Other duties and responsibilities as required

Required Qualifications:

• Associate’s Degree and 1-year professional experience in administrative role, preferably in higher education or the public sector;
  • Or a satisfactorily equivalent of education, training and/or experience to above

Preferred Qualifications:

• Experience in a Government Agency, University, and/or Hospital setting
• Certifications or membership in Society for Human Resources Management, American Staffing Association, or similar
• Excellent written and verbal communication skills and emotional intelligence
• Must be detail oriented
• Must have strong analytical and organizational
• Must be able to work independently and work well in a team environment

Work Schedule:

Monday to Friday; 9:00am to 5:00pm