Senior Administrative Assistant - Human Resources

PHMC is proud to be a leader in public health. 

This position is classified as salaried non-exempt in accordance with FLSA standards.

Position Summary

The Senior Administrative Assistant serves as the primary administrative support professional for the Human Resources Department. This position is responsible for coordinating department operations and providing comprehensive administrative support to the Chief Human Resources Officer and the Human Resources Team while ensuring the efficient day-to-day operations of the department.

The successful candidate is a highly organized, polished, customer-focused professional with exceptional technical proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, Outlook, and Teams. This individual will develop reports, maintain tracking systems, coordinate meetings and projects, support department initiatives, and manage multiple priorities in a fast-paced environment while maintaining the highest level of confidentiality, professionalism, and customer service.

The Senior Administrative Assistant also serves as the primary coordinator for PHMC's HR inquiry management platform (askHR), ensuring employee inquiries are promptly triaged, assigned, monitored, and resolved while providing exceptional service to employees, managers, applicants, and external partners.

Essential Responsibilities

Department Administration and Coordination

• Provide comprehensive administrative support to the Human Resources Department, including the Chief Human Resources Officer and Human Resources team members.

• Screen telephone calls, visitors, and departmental inquiries, exercising sound judgment in directing requests and ensuring exceptional customer service.

• Coordinate the Chief Human Resources Officer's calendars,  meetings, Employee New Hire Orientations,  trainings, and other Human Resources activities.

• Prepare agendas, meeting materials, reports, presentations, meeting minutes, and follow-up action items.

• Coordinate internal and external meetings, travel arrangements, and other administrative needs for the department as required.

• Serve as the primary administrative contact for the Human Resources Department.

• Maintain department files and records while ensuring the confidentiality of employee and organizational information.

• Order and maintain office supplies and coordinate other administrative resources.

• Perform other duties and special projects as assigned.

Human Resources Operations

• Serve as the primary coordinator for PHMC's HR inquiry management platform (askHR), including reviewing, triaging, assigning, tracking, monitoring, and following up on employee inquiries to ensure timely resolution.

• Draft, proofread, and distribute professional correspondence, communications, reports, and presentations on behalf of the Human Resources Department.

• Communicate professionally with employees, managers, applicants, vendors, and external partners while providing exceptional customer service.

• Serve as the initial point of contact for the Human Resources Department by responding to inquiries, routing requests, and ensuring timely follow-up.

• Develop and maintain department tracking systems, databases, and administrative processes.

• Support reporting requests utilizing HR systems and Microsoft Excel.

• Develop and maintain spreadsheets, dashboards, and reporting tools to support HR operations and leadership decision-making.

• Track department initiatives, compliance deadlines, performance review cycles, training activities, and other Human Resources operational priorities.

• Assist with special projects, process improvements, and organizational initiatives.

• Coordinate departmental communications and distribute information as appropriate.

• Support HR programs and initiatives by coordinating logistics, documentation, and follow-up activities.

Required Knowledge, Skills and Abilities

• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams. Experience using diagramming and flowcharting software, such as Microsoft Visio, is very helpful.

• Advanced Microsoft Excel skills, including formulas, data analysis, reporting, tracking systems, and spreadsheet management.

• Excellent meeting planning, scheduling, coordination, and project management skills.

• Exceptional organizational skills with outstanding attention to detail and accuracy.

• Ability to prioritize multiple assignments, manage competing priorities, and consistently meet deadlines.

• Strong analytical, critical thinking, and problem-solving skills.

• Advanced written, verbal, and interpersonal communication skills with the ability to communicate professionally and effectively with employees, managers, executives, applicants, and external partners.

• Professional demeanor and customer service skills and the ability to handle challenging interactions. 

• Ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with discretion.

• Self-directed with the ability to anticipate departmental needs, work independently, and take initiative.

• Experience utilizing HRIS, case management, ticketing, or workflow management systems is strongly preferred.

Minimum Qualifications

• Five (5) or more years of progressively responsible administrative experience supporting a Human Resources department, executive leadership, or a similarly complex business environment.

• Demonstrated experience coordinating departmental operations in a fast-paced, multi-tasked, deadline-driven environment.

• Advanced experience utilizing Microsoft Office Suite and other business applications.

• Experience preparing reports, maintaining tracking systems, coordinating meetings, and supporting multiple priorities simultaneously.

• Experience utilizing HRI and employee and payroll service portals, inquiry management systems, or similar workflow technology is preferred.

Education

Associate's degree preferred; equivalent combinations of education and progressively responsible administrative experience may be considered.

Compensation and Benefits

PHMC offers a competitive salary and a comprehensive benefits package, including medical, dental, vision, employer retirement plan contributions, generous paid time off, and opportunities for professional growth.