Administrative Assistant - HR​/Front Desk

Description

Reporting to the HR Manager, the Administrative Assistant – HR & Front Desk provides primary reception coverage for the Administrative Services entrance while supporting the day-to-day administrative needs of the Human Resources department and Education & Research activities. This position serves as a welcoming and professional point of contact for visitors, staff, vendors, and others entering the Organization and assists with deliveries and general front desk operations.

The Administrative Assistant provides ongoing support with employee records, onboarding, compliance and evaluation tracking, Relias administration, and student and education-related documentation and activities. This role requires strong customer service, communication, organizational, and follow-through skills, as well as the ability to manage multiple priorities while maintaining confidentiality and supporting established HR and organizational processes.

• Provides primary reception coverage for the Administrative Services entrance, serving as a welcoming and professional point of contact for visitors, staff, vendors, and others entering the Organization; notifies staff when scheduled guests arrive.
• Greets and directs visitors, receives and coordinates deliveries, responds to routine inquiries, and assists with other front desk and administrative needs.
• Determines appropriateness of visitors to the PACE-RI site and follows security procedures to ensure safety.
• Provides all guests with a daily visitor badge; ensures sign in sheets are updated and available daily.
• Answers phones during business hours with a customer service focus; triages and forwards calls appropriately.

• Provides administrative support to the Human Resources department, including maintaining electronic employee files in Paylocity in accordance with established filing requirements.
• Prepares and timely distributes: assigned routine reports and materials.
• Tracks completion of initial and annual employee competencies, sends timely reminders, and notifies the HR Manager of outstanding requirements or concerns regarding compliance deadlines.
• Tracks 90-day and annual performance evaluations, sends regular reminders to managers, and notifies the HR Manager of overdue evaluations.
• Assists with new hire onboarding, including onboarding checklist coordination, preparation of orientation binders and materials, and other routine onboarding activities.
• Collects and compiles new hire orientation feedback and provides results to the HR Manager.

• Provides administrative support for Relias, including adding new hires, assigning established orientation training plans and CNA dementia training, maintaining user account information, and processing account status changes for new hires, leaves, and separations.
• Tracks completion of required Relias training during the new hire orientation period, sends reminders regarding incomplete modules, and notifies the Education & Research Associate of outstanding requirements.
• Maintains student files and required documentation, including attestations, immunization records, test results, criminal background checks, and other established student requirements.
• Tracks seasonal influenza vaccination or declination documentation for students & interns and maintains required information for DOH reporting.
• Should this be for students & interns
• Prepares student orientation resource folders and maintains student badge inventory.
• Provides administrative support for educational sessions, including preparing flyers and materials, distributing surveys, compiling feedback, and maintaining education attendance records.
• Maintains internship…