The Administrative Assistant supports the People Operations and Development Division and Alliance’s organizational committees (LiveWell and Engagement/Recognition) and DEI council. This position performs a variety of administrative tasks, including some confidential duties, to support the staff and operations of the division.

This position will allow the successful candidate to work a schedule which will include both onsite as well as remote work certain days of the week as approved by their supervisor

Job Responsibilities

NEO Preparation and Setup

• Maintain and prepare training materials for NEO ensuring materials are up to date and old versions of documents are removed
• Setup NEO including packets, nameplates, refreshments, and lunch orders
• Collect documents provided by new hires at NEO, scan, and send to Talent Acquisition Specialist

Provide meeting and event support

• Schedule and reserve conference room space for meetings and trainings
• Provide administrative support for HR/ODL sponsored events and committees/council
• Assist with purchasing and distribution of items/materials as needed

Provide administrative support to HR/ODL departments

• Coordinate and publish the monthly POD Blitz
• Assist with maintenance of HR/ODL pages on The Grid
• Issue notices for building closures, holiday closing reminders and other HR/ODL announcements
• Manage ODL Room Requests email box and HR Internal email box, responding or routing appropriately
• Assist with completing and managing contracts and purchasing document workflows
• Respond to verification of employment requests
• Monitor employee license/certification submissions in UKG and ensure primary source verification is complete and on file for current employees
• Maintain organizational chart adding new hires, new positions, and removing terminations
• Assist with printing and assembly of HR/ODL developed materials
• Process provider certificates
• Update and post annual payroll/holiday calendar
• Schedule exit interviews with HR Director
• Manage division mail
• Assistance with hotel accommodations, training registrations and license/certification renewals

Provide administrative support to CHRO

• P-Card Expense Administration
• Assist with calendar management and scheduling for CHRO
• Act as liaison between CHRO and internal/external contacts when needed
• Assist with creation of PowerPoint presentations and reports

Minimum Requirements

High School degree or equivalent and four (4) years of progressively responsible administrative experience supporting a team. Must have demonstrated experience with Microsoft Excel, Word and PowerPoint as well as experience working in HR/Training systems. Must have strong written communication and organizational skills. This position will require a high degree of attention to detail and confidentiality due to the nature of sensitive information they will be working with.

OR

Completion of a two-year Business Administration program and 2 years of related experience;

OR

Completion of a Bachelor’s degree in Business Administration, Public Administration, or other related field

Knowledge, Skills, and Abilities

• Knowledge of Microsoft Word, Excel, PowerPoint, Outlook
• Strong attention to detail
• Skill in communicating both verbally and in writing
• Skill in developing presentations, presentation materials, and reports
• Ability to establish and maintain effective working relationships with peers, management, and the general public
• Ability to prioritize responsibilities and manage multiple tasks

Salary Range

$19.1152 to $32.9064/Hourly

Education

• High School or better in General Studies

Skills

• Communication
• Microsoft Office
• Prioritization
• Relationship Building