Under direct supervision, provides administrative support to various functional areas within the Human Resources Department.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Provides administrative support for HR projects as requested. Processes confidential reports; researches and gathers data; prepares and maintains related statistical information.
Supports the HR Directors with various tasks such as, preparing agendas, PowerPoint presentations, and calendars; reserving rooms for meetings, sending FedEx shipments, and placing urgent calls as needed.
Performs general clerical functions including making photocopies, scanning documents, sending faxes, etc.
Maintains I-9 forms and ensures proper documentation. Performs monthly audits to ensure consistency and accuracy.
Performs monthly audits to ensure the corporate credit card is being used appropriately and documented correctly, reconciling when necessary.
Administers HR parking pass to visitors. Records the pass number, visitor information, date, etc. Performs monthly audits to ensure parking passes are being used only when assigned, reconciling when necessary.
Processes unemployment insurance claims; contacts state for information as needed; gathers and submits data.
Performs pre-check functions for criminal background checks.
Processes check requests. Follows up with accounts payable concerning payments, pay outs, bonuses, relocation, etc. Answers employees' questions and explains the processes.
Assists with arrangements for the Employee of the Month and communicating information.
May perform the following duties as needed:
Receives, greets, and assists guests, visitors, and staff within the Human Resources department. Ascertains the nature of their business or need, and calls for an escort when necessary.
Provides general information to guests, visitors, and staff on the telephone or in-person, in accordance with established departmental policies and procedures.
Answers and operates in-coming telephone calls on multiple phone lines for the department.
Responds to or handles inquiries or takes messages, as appropriate.
Screens calls and refers to appropriate individual and/or transfers call to specified party.
Sorts and distributes incoming and outgoing mail for the department. Maintains logs of items received. Contacts appropriate party to retrieve delivered item, delivers items as appropriate.
Maintains records on telephone call volumes and general department records as requested. Maintains directory and files on pertinent information according to established procedures.
Orders office supplies as needed. Operates and assists in the care and maintenance of department office equipment and supplies.
Responsible for reception area and ensures coverage at all times.
Maintains, tracks, and organizes all incoming paperwork. Ensures they are provided to the assigned HR professional within an urgent and timely manner.
Maintains established department policies, procedures, objectives, quality assurance, safety, environmental and infection control standards.
Company Description
This is an entry level role and great for those looking to start their career in HR!
This position is fully onsite at the Midtown campus, 8:00 a.m. - 4:30 p.m.
The University of Maryland Medical System is a 14-hospital system with academic, community and specialty medical services reaching every part of Maryland and beyond. UMMS is a national and regional referral center for trauma, cancer care, Neurocare, cardiac care, women's and children's health and physical rehabilitation. UMMS is the fourth largest private employer in the Baltimore metropolitan area and one of the top 20 employers in the state of Maryland. No organization will give you the clinical variety, the support, or the opportunities for professional growth that you'll enjoy as a member of our team.
Qualifications
Education & Experience
High School Diploma or GED required.
One Year of administrative experience is required.
One year of experience in a Human Resources office is preferred.
Knowledge, Skills and Abilities
Knowledge of fundamental HR concepts, principles, practices, and procedures and generally accepted employment practices.
Demonstrated experience with being detail oriented, highly organized, and excellent follow up skills are required.
Demonstrated strong interpersonal and listening skills are required to work effectively with various levels of employees and management staff.
Highly effective communication skills are necessary to work with all levels of management, various personnel within the Medical Center, as well as the external community.
Demonstrated proficiency using Microsoft Word, Excel and PowerPoint.
Additional Information All your information will be kept confidential according to EEO guidelines.
