Job Responsibilities:
• Prepare activity reports for management (financial reports, manhour reporting, union reports, turnover reports, etc.)
• Ensure compliance with required internal and external standards
• Maintain consistent communication practices and ensure employee/client correspondence is timely and accurate
• Review clerical and personnel records for completeness and accuracy; support disciplinary documentation for hourly associates
• Assist Talent Acquisition and managers with recruitment efforts to increase qualified applicant flow
• Conduct PE rounding and documentation
• Support HR functional areas including Recruiting, Training, Safety, and administrative tasks
• Participate in special projects as assigned
• Be present for daily huddles to support staff engagement and communication
• Stay current with onboarding updates, staff communication, access issues, supply orders, and required tracking
• File receipts, invoices, and work orders accurately and in a timely manner
• Follow up with staff, leadership, and Workday/Epic/IS support to resolve outstanding issues and tickets
• Organize and manage office operations including bookkeeping, payroll preparation, personnel file maintenance, information management, filing systems, supply requisitions, and other clerical duties
• Maintain tracking reports: regulatory file compliance, union-required reports, turnover/retention, grievances, I-9 verification, and HR-related documentation
• Support unemployment claim responses and collaborate with managers for hearings
• Maintain professional development through trainings, networking, and educational resources
• Efficiently use software including Excel, Word, Microsoft Office, CHOP/Crothall platforms
• Provide high-level administrative support for Directors, including scheduling, confidential documentation, report preparation, meeting coordination, travel planning, and communication management
• Research and develop resources that improve workflow, efficiency, and process consistency
• Maintain proper retention, protection, retrieval, and disposal of records (employee files, training documents, regulatory documentation)
• Partner with corporate and onsite management across HR areas including Recruiting, Training, Workday, and Administration
HR / Onboarding Responsibilities
• Conduct HR-related orientation/onboarding (policies, programs, practices, annual training)
• Ensure all new hires are fully cleared before orientation: Workday completion, Epic access, required trainings, badge access, department assignment
• Track and follow up on access tickets; document ticket numbers
• Keep the onboarding tracker updated
• Communicate promptly with new hires regarding requirements
• Provide guidance on policy interpretation (e.g., performance management, LOA)
• Review timecards daily to ensure accuracy
• Payroll must be completed on time (by 9:00 AM)
• On payroll Mondays, arrive early to prepare for review
• Follow up on missing punches or discrepancies and correct before payroll closes
• Verify overtime, differentials, and PTO entries before approval
• Check Green Security and Concentra for updates affecting payroll
• Complete required union reports
• Assist with office layout planning and budget considerations (supplies, equipment, operations)
Experience/Education:
Bachelor’s degree preferred
Three years Office administration experience preferred
Intermediate Microsoft Word, Excel and PowerPoint skills; advanced skills preferred.
Experience responding to common inquiries or complaints from customers, regulatory agencies or members of the business community.
