HR Assistant

Title
HR Assistant
Reporting Relationship
Chief Administrative Officer/SVP, Human Resources and Corporate Services
Basic Function
Provide administrative and project support to the Chief Administrative Officer/SVP and Human Resources activities.
Duties And Responsibilities

• Coordinate and facilitate communication and workflow between the SVP and department staff, including obtaining necessary approval signatures, reviewing/approving timesheets and expense reports, scheduling meetings, information gathering and distribution.
• Provide administrative support to the SVP, including managing calendar of appointments, preparing meeting materials, drafting correspondence, coordinating travel arrangements, and completing expense reports and credit card statements.
• Coordinate the development of annual budgets utilizing budgeting software. Prepare monthly and year-end variance reports, forecasts, and other financial reports as requested and process invoices for timely payment. Advise department staff on budgeting process requirements and/or changes and distribute necessary reports and other information as needed.
• Assist in the development and distribution of AAP-wide employee communications on HR-related matters.
• Schedule meetings and coordinate preparation and distribution of agendas for the monthly Human Resources Advisory Committee. Review agenda submissions and follow up with appropriate staff to request additional documentation as needed. Assist with the implementation of action items, including drafting and sending employee communications and filing documents in personnel files/HRIS.
• Coordinate logistics, agenda development and dissemination, and follow up on action items as requested for HR and department meetings.
• Coordinate the completion of management report for quarterly Board meetings; prepare supporting materials such as graphs and PowerPoint presentations.
• Assist with managing the broadcast messaging system, ensuring employee contact information is maintained, and creating and delivering messages.
• Respond to routine HR-related inquiries and escalate calls/emails to appropriate staff as necessary. Provide phone coverage for HR team and serve as back up AAP receptionist as needed.
• Serve as back up to Sr Manager, HR Technology & Talent Development in updating employment data in the HRIS, running reports, payroll processing and assisting employees with system utilization. Provide assistance to staff on navigating HRIS, including workflows, timesheets and career center.
• Manage HR-related pages on Intranet and collaborate with IT on more complex postings. Update and maintain various electronic documents such as job descriptions, employment policies, organizational charts, and updating HR materials on the Intranet as needed.
• Assist with new hire on-boarding as needed, including leading new hire orientation building tours and preparing personnel files.
• Disseminate AAP-wide communications to department staff, including procedure and policy updates and deadlines, training and development opportunities, facility maintenance announcements, and employee activities. Train new department staff on internal policies and procedures, emergency response and safety procedures and guidelines, and other administrative matters.
• Assist with the development and implementation of employee activities and engagement initiatives, including scheduling conference rooms, ordering food and beverage, securing locations for off-site events, drafting staff communications, ordering awards and raffle prizes, and participating in the Employee Engagement Committee.
• Recommend and engage in initiatives that foster and encourage a work environment that promotes inclusion and belonging of all staff.
• Provide administrative and project support for HR activities as needed, including benefit administration, talent development, and talent acquisition.
• Coordinate document retention/destruction, including maintaining electronic and paper personnel files, managing off-site storage, and providing scanning and copying assistance as required.
• Serve as a member of the AAP Emergency Response Team, including serving as a resource to AAP staff on evacuation and emergency response procedures. Maintain the Yellow Dot Program.
• Serve as the department liaison for the Executive Assistants Work Group. Maintain collaborative relationships with staff and identify and report on trends that impact employee engagement.
• Process and distribute HR mail and coordinate special shipments and deliveries.
• Maintain and update HR supplies inventory.
• Perform other duties as assigned.

Education
Bachelor’s degree in human resources or related discipline required, or an equivalent combination of relevant education and work experience.
Experience
At least two years’ related general administrative experience required. Experience creating and maintaining electronic documents, maintaining websites, and budget tracking strongly preferred. Experience working on HR-related activities and within a non-profit or medical association highly desirable.
Essential Skills
Excellent interpersonal, verbal/written communication, customer service, diplomacy, and organizational skills required. Strong technical acumen essential with proficiency in MS Office and Adobe Acrobat and the ability to learn and apply new technologies; experience with web maintenance/document collaboration site software (eg, SharePoint), budgeting software (eg, Acumatica), and virtual meeting platforms (eg, WebEx, Teams) strongly preferred. Must be able to manage multiple priorities simultaneously, pay close attention to detail, take initiative, work discretely with confidential information, work both independently and as part of a team, collaborate effectively with various constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Some overtime may be required.
To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.
The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.
Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.
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02/22