Human Resources Administrative Specialist

The Human Resources Administrative Specialist is a key operational partner within the HR team, ensuring that people processes run smoothly, efficiently, and with an exceptional employee experience in mind. In this dynamic role, the HR Administrative Specialist handles a blend of routine and complex assignments—including badge and access system oversight, personnel file management, timekeeping system support, and tracking key stages of the organization’s performance management cycle.

Working under the general supervision of the HR Manager, this role helps maintain a compliant, well‑organized HR infrastructure while safeguarding sensitive and confidential information. The HR Administrative Specialist uses strong analytical abilities, sharp organizational skills, and a proactive mindset to keep workflows moving, identify process improvements, and ensure compliance with regulatory agency requirements. Beyond core administrative responsibilities, the HR Administrative Specialist contributes to a positive workplace culture by assisting with HR‑led celebrations, recognition activities, and departmental events—reinforcing HR’s role as a connector, culture champion, and service partner across the organization.

This person assumes responsibility and accountability for the duties and is cognizant of the philosophy, standards, objectives, and policies of the Schneider Regional Medical Center and the HR Department.

• Serve as a primary point of contact for routine HR inquiries, routing more complex matters as needed.
• Uses computer programs and databases to prepare a variety of forms and documents from draft and rough notes to finished product for issuance and distribution, including job descriptions, flyers, and notices.
• Track licensure and certifications and send timely notifications to department heads and employees regarding renewal.
• Manage the identification badge issuance process.
• Manages Kronos system to include, setting up employee templates and registering employees in biometric time and attendance system (Kronos) for payroll process, transferring staff, and running reports.
• Administrates personnel file system, including ensuring file creation for new employees, updating employee records, and dismantling files upon employee separation in accordance with record retention policies, in a systematic and organized manner.
• Provide support for labor relations matters, including preparing required correspondence and routing documentation as needed in a confidential manner.
• Complete employment verifications, and other related employee requests.
• Assist with I-9 verification, reverification cycles, and other compliance-related documentation.
• Monitor shared HR inboxes or ticketing systems to ensure timely response and resolution.
• Order office supplies and prepare associated requisitions.
• Send reminders to employees and supervisors, monitor completion rates, and prepare summary reports.
• Assist with tracking of position control and employee numbers for Meditech and Kronos.
• Assist with entering and updating information in Meditech and Bentek, when assigned.
• Assist with employee engagement initiatives including wellness events, recognition activities, and celebration planning.
• Perform any other HR related duties as required.

Any combination of High School Diploma or equivalent certificate from accredited institution or vocational or technical equivalent certification with a minimum of 2 years of administrative experience in related field. HR related experience or training preferred.

• Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint).
• Experienced in preparing spreadsheets which includes maintaining electronic records, performing research, and preparing reports.
• Strong organizational, analytical, and multitasking abilities.
• Excellent communication skills and a customer-service mindset.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Enthusiasm and desire to learn.
• Ability to work independently and collaboratively in teams.