Administrative Assistant - Human Resources

Administrative Assistant – Human Resources

Ocean State Veterinary Specialists (OSVS) is seeking a full-time Administrative Assistant to support the day-to-day operations of our busy Administrative and Human Resources departments. This is a fast-paced, detail-driven position best suited for someone highly reliable, organized, and experienced with spreadsheets and financial data management. This is a full-time, on-site position (40 hours/week).

Candidates must submit a cover letter to be considered for this position. 

Essential Responsibilities:

• Provide data entry and maintenance of spreadsheets used for payroll, tracking, and reporting
• Back up payroll processing and assist with payroll tasks as needed
• Run biweekly reports from payroll software (attendance, PTO, etc.)
• Submit and monitor corporate requests through the ticketing system, ensuring timely and accurate resolution
• Reconcile and match credit card receipts
• File injury reports and submit appropriate documentation
• Assist with onboarding new hires (program setup, personnel files, lockers/mailboxes)
• Maintain records of doctor licenses and continuing education
• Respond to questions and requests from staff in a clear, courteous, and timely manner
• Order office supplies, snacks, and food for seminars or staff events

Qualifications:

• 2+ years of professional office administrative experience
• Excellent attendance and punctuality—this position requires dependability and consistent presence
• Professional, pleasant, and confident communicator with strong interpersonal and written communication skills
• High proficiency with Microsoft Excel (data entry, formulas, cross-referencing multiple sheets)
• Competency in Microsoft Word, Outlook, and willingness to learn new software
• Strong organizational skills and ability to prioritize multiple tasks
• Confidentiality and professionalism in handling sensitive materials
• Basic math skills and familiarity with medical terminology preferred
• Experience in HR support is a plus, but not required

Benefits and Perks (Full-Time):

• Employer-paid medical insurance premiums and deductible for employees
• Medical, Dental, and Vision insurance options
• 401K with company match after one year
• Complimentary $25,000 life insurance policy
• Personal pet discounts
• PTO and holiday pay
• Employee Assistance Program (EAP)
• On-site Veterinary Social Worker

About Us:
OSVS is located in East Greenwich, RI, with a sister hospital in Swansea, MA. We are a 35,000-sf hospital with a high-volume emergency service, a respected internship and residency program, and specialists in Internal Medicine, Surgery, Oncology, Cardiology, Radiology, and more. We’re equipped with advanced diagnostic tools, including CT, MRI, ultrasound, endoscopy, and telemetry.

We are proud to be a United Veterinary Care Partner Hospital, committed to supporting the individuality and growth of our team while fostering a collaborative and fulfilling workplace.

United Veterinary Care provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.