Administrative Assistant - HR

Job Summary

The HR Administrative Assistant provides administrative and operational support to the Human Resources team, ensuring smooth day-to-day operations and effective communication across HR functions. This role manages clerical and logistical tasks, supports HR programs, and responds to general employee inquiries, serving as a point of contact for employees and visitors. The HR Administrative Assistant also supports HR projects, assists with onboarding processes, and contributes to a professional, organized, and welcoming office environment.

Job Responsibilities

Operations Support The HR Administrative Assistant provides essential operational and administrative support to the Human Resources team, ensuring smooth day-to-day functions and effective service to employees and leaders:

· Serve as the first point of contact for HR inquiries, responding to general questions and routing complex requests to the appropriate HR team member or functional expert.

· Support HR leadership with scheduling, calendar management, and follow-up for HR projects and meetings.

· Maintain office and HR supplies, manage equipment inventory, and coordinate purchases through approved systems (Coupa).

· Process department vendor invoices, secure approvals, submit payments, resolve discrepancies, and track spending in alignment with the budget.

· Coordinate logistics for HR and committee meetings, including preparation of materials, room setup, and catering.

· Oversee IT equipment and office technology, ensuring proper functionality and availability for HR staff.

· Assist with employee engagement activities, recognition events, and internal HR team celebrations.

· Draft and distribute HR communications and announcements to keep employees informed and connected.

HR Recordkeeping & Data Management

· Accurately enter and maintain timekeeping and payroll-related data for non-exempt HR staff, ensuring timely submission to Payroll each pay period.

· Manage employment verification requests, ensuring completeness, accuracy, and compliance with organizational policies.

· Coordinate HR onboarding and offboarding activities, including issuing and collecting IT equipment, ID cards, keys, name plate and other resources.

· Organize HR records and files for Rigali Center employees, ensuring compliance with legal, regulatory, and internal recordkeeping standards.

· Support HR team with data tracking, reporting, and audits as needed to ensure data integrity and operational efficiency.

Special Projects

· Coordinate the annual United Way campaign for the department, including communicating campaign details, assisting employees with online pledge submissions, tracking participation, and ensuring timely reporting of results.

· Assist with HR projects, process improvements, or special initiatives.

· Liaison with Facilities for work order, office space planning, relocations, and resolution of facilities needs.

Job Requirements

· High school diploma or equivalent required; associate degree or higher preferred.

· 5-7 years of administrative experience, preferably in Human Resources or a professional office environment.

· Experience supporting HR functions or payroll/timekeeping preferred.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Proficiency in Microsoft Office Suite, Outlook, and basic HR systems.

· Ability to handle confidential information with discretion and professionalism.

· Strong customer service orientation and ability to work effectively with all levels of staff.

· Ability to prioritize multiple tasks and adapt to changing work demands.

· Practicing Catholic in sacramental union with the Church preferred.