Administrative

HR Administrative Assistant job description

An HR Administrative Assistant supports human resources operations through employee records management, onboarding coordination, and HRIS system administration.

Published July 25, 2024Updated May 9, 20262103 likes

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Job brief

We are seeking a detail-oriented HR Administrative Assistant to join our Human Resources team and provide essential support for our employee lifecycle processes. In this role, you will manage employee records in our HRIS system, coordinate onboarding and offboarding activities, and serve as a first point of contact for HR-related inquiries from our growing workforce. You will work directly with HR business partners, recruiting coordinators, and payroll specialists to ensure seamless HR operations and exceptional employee experiences. If you have a passion for supporting people and maintaining organized HR processes, this role offers excellent growth opportunities in human resources.

Key highlights

Maintain accurate employee records and personnel files in HRIS systems such as Workday, BambooHR, or ADP Workforce Now
Coordinate new hire onboarding processes including I-9 verification, benefits enrollment, and orientation scheduling
Generate HR reports and metrics for management including headcount analysis, turnover data, and compliance tracking
Support recruiting efforts by scheduling interviews, coordinating candidate communications, and maintaining applicant tracking systems

What is a HR Administrative Assistant?

An HR Administrative Assistant is a human resources support professional who manages employee data, coordinates HR processes, and maintains compliance documentation within HRIS platforms like Workday, BambooHR, or ADP. Working closely with HR generalists and managers, HR Administrative Assistants handle confidential personnel records, process employment verifications, coordinate new hire orientations, and ensure accurate maintenance of employee databases. Their role is essential to HR operational efficiency, regulatory compliance, and creating positive employee experiences from recruitment through offboarding.

What does a HR Administrative Assistant do?

On a typical day, an HR Administrative Assistant processes new employee paperwork in HRIS systems, schedules interviews and coordinates recruiting logistics with hiring managers, and responds to employee inquiries about benefits enrollment, policy questions, and employment verification requests. They prepare HR reports and analytics for management review, maintain I-9 compliance documentation, and coordinate training sessions and performance review cycles. HR Administrative Assistants also update employee records for status changes, process leave requests through systems like FMLA tracking software, and support HR projects such as open enrollment campaigns and employee engagement surveys.

Key responsibilities

Maintain accurate employee records and personnel files in HRIS systems such as Workday, BambooHR, or ADP Workforce Now
Coordinate new hire onboarding processes including I-9 verification, benefits enrollment, and orientation scheduling
Process employment verification requests, reference checks, and background screening documentation for HR compliance
Generate HR reports and metrics for management including headcount analysis, turnover data, and compliance tracking
Support recruiting efforts by scheduling interviews, coordinating candidate communications, and maintaining applicant tracking systems
Assist with benefits administration including open enrollment coordination, COBRA notifications, and leave of absence processing
Maintain HR compliance documentation for audits including EEOC reporting, safety training records, and policy acknowledgments
Process employee status changes including promotions, transfers, salary adjustments, and termination paperwork

Requirements and skills

Experience with HRIS platforms such as Workday, BambooHR, ADP, or UltiPro for employee data management
Proficiency in Microsoft Office Suite especially Excel for HR reporting and data analysis
Knowledge of HR compliance requirements including FMLA, COBRA, I-9 verification, and employment law basics
Associate's or Bachelor's degree in Human Resources, Business Administration, or related field preferred
PHR, SHRM-CP, or similar HR certification is a plus for career advancement
Strong organizational skills with ability to manage confidential employee information and sensitive HR matters
Excellent written and verbal communication skills for employee interactions and professional correspondence
Experience with applicant tracking systems (ATS) like Greenhouse, Lever, or iCIMS for recruiting support

FAQs

What does an HR Administrative Assistant do daily?

An HR Administrative Assistant handles employee record maintenance in HRIS systems, processes new hire paperwork and onboarding logistics, responds to employee inquiries about benefits and policies, and generates HR reports for management. They coordinate recruiting activities like interview scheduling, maintain compliance documentation for audits, and support HR projects such as performance review cycles and benefits enrollment. This role serves as a vital link between HR leadership and employees, ensuring smooth HR operations and positive employee experiences throughout the employment lifecycle.

What qualifications do I need to become an HR Administrative Assistant?

Most HR Administrative Assistant positions require experience with HRIS platforms like Workday, BambooHR, or ADP, along with strong Microsoft Office skills for data analysis and reporting. An Associate's degree in Human Resources or Business Administration is typically preferred, though relevant experience may substitute for formal education. Knowledge of HR compliance areas like FMLA, COBRA, and I-9 verification is essential, and HR certifications such as PHR or SHRM-CP can enhance career advancement opportunities. Strong organizational skills and ability to handle confidential information are critical for success in this role.

Who does an HR Administrative Assistant work with?

HR Administrative Assistants collaborate closely with HR business partners, recruiting coordinators, payroll specialists, and hiring managers across all departments. They interact regularly with employees at all levels to answer questions about benefits, policies, and HR processes, while also working with external vendors like background screening companies and benefits providers. They support executive leadership by providing HR metrics and reports, and coordinate with IT teams for HRIS system maintenance and employee access management. This role requires strong interpersonal skills to build relationships across the entire organization.

Why is an HR Administrative Assistant role important?

HR Administrative Assistants are essential to maintaining HR operational efficiency, regulatory compliance, and positive employee experiences. They ensure accurate employee data management in HRIS systems, which is critical for payroll processing, benefits administration, and compliance reporting. By coordinating onboarding processes and serving as a first point of contact for HR inquiries, they help create welcoming environments for new hires and support employee satisfaction. Their attention to detail in compliance documentation protects organizations from legal risks, while their support of recruiting and performance management processes enables strategic talent management initiatives.