HR Assistant

Foxdale Village, a life plan community guided by Quaker values, is a non-profit Continuing Care Retirement Community (CCRC) located in State College, PA. Foxdale was founded in 1985 by members of the State College Friends Meeting and founded on the values of treating all with dignity and loving respect. Regarded as a premier healthcare facility both locally and nationally, we have been voted "Best Retirement Community in State College, PA" now for 9 years consecutively. Foxdale Village includes 57 apartments and 148 cottages and offers a range of health services with 46 beds in skilled nursing for short and long-term care, two memory care neighborhoods, and 55 beds in personal care, all with private accommodations. We currently have an opportunity for an Administrative Assistant to join our human resources team. This is a full-time, 37.5 hours per week, 8:30am-4:30pm, Monday-Friday.

Human Resources Administrative Assistant Profile: Responsible for providing clerical and administrative support to the Human Resources (HR) department. Assist with a wide range of support activities involved in the day-to-day operations of the HR department from word processing, filing, database maintenance, telephone calls, personnel records management (hard and electronic records), processing documentation, compliance related tasks, assembly of packets and other clerical or administrative support work. Position is also responsible for weekday reception desk meal break coverage.

Essential job duties include:

• File paper and electronic records in personnel and medical files (hard and electronic systems); upload or scan, as appropriate, to electronic human resources information system (HRIS).
• Perform word processing, database maintenance, follow up correspondence using Microsoft Office Word, Excel, and Outlook. Create documents using programs such as Microsoft PowerPoint and Canva.
• Provide weekday front desk/reception lunch coverage. Occasional weekend day reception coverage.
• Audit forms and personnel files after each orientation and in preparation for annual survey inspections from Department of Health and Department of Human Services. Assure files are complete according to checklist. Update and maintain checklist, as needed.
• Monitor and track nursing licenses and CPR certifications on an on-going basis; conduct new hire and annual drivers’ licenses checks. Maintain excel tracking spreadsheets and utilize on-line systems to complete this work. Notify employees and their supervisors of expiring credentials as needed.
• Order flowers for designated new hires, staff hospital stays and immediate family member memorials, or as directed by supervisors or CEO.
• Coordinate new employee orientation logistics such as orientation room reservations; orientation day of/evening before set-up; coordination with dining if beverages and snacks are needed; greet orientees, gather day of documentation, and provide support/direction throughout the day, as needed. Assist with coordination of new hire paperwork or related tasks as directed.
• Print photo badges for orientees, current employees, and independent contractors using designated electronic systems and tools.
• Perform personal and professional reference checks; assist with post-offer activities as assigned such as but not limited to, physical and drug screen appointments, TB tests, criminal background checks and OIG and SAM checks.
• Assist with document storage, retrieval and maintenance within established on-line shared files.
• Schedule conference rooms for various events and meetings related to Human Resources using Microsoft Teams, Outlook calendars, and room reservation on-line tool.
• Post announcements and other staff communications timely to bulletin boards and to Community social media platform in Paylocity.

Foxdale Village is an EOE.

This is a non-exempt, hourly position.

Education:
Associate degree in related discipline or equivalent combination of education and experience may be considered.
Experience:
Equivalent to two years of office work experience in a fast-paced environment.
Required Skills:
Effective oral and written communication skills; effective time management and multi-tasking skills; filing and organizational skills; effective telephone and interpersonal skills with a customer service focus; high level accuracy and attention to detail skills; effectively safeguards confidential information. Must be able to multi-task and maintain a high level of customer service.
Proficiency/familiarity utilizing standard office equipment such as facsimile machine, classic copier functions, printing from electronic record, printer/copier/scanner, postal machine, laptop computers, desk top computers, and telephone.
Computer Skills: Highly proficient skill level in using word processing, email, spreadsheet and database systems such as Microsoft Office Word, Outlook, and Excel. Proficiency with PowerPoint, Canva, or similar tools is highly preferred.