HR Assistant - Temp

1 Month ago • 1 Years + • Human Resource

Job Summary

Job Description

The HR Assistant - Temp role involves supporting daily HR operations. Responsibilities include providing front desk support, answering employee inquiries, conducting new employee orientations, processing new hire documents, maintaining employee records, preparing organization charts, managing the HR department calendar, assisting with hiring fairs, and supporting the processing of terminations. The role also involves maintaining HR information on the company’s intranet, preparing reports using data from various systems, and adhering to the company’s quality management system. The candidate will work in a general office environment and should be able to remain stationary and use office equipment for an extended period. They need to be able to read, prepare emails, produce documents, and spreadsheets. They must be able to move within the office to access file cabinets and supplies, and may require lifting and moving of up to 25 pounds.
Must have:
  • Associate Degree with 1+ years related administrative experience
  • Provide front desk support and answer employee inquiries.
  • Process and maintain all documentation required for new employees.
  • Maintain and file confidential employee files.
  • Maintain HR information on the Company’s intranet.
Good to have:
  • BS degree preferred
  • Experience in Human Resources and medical device industry
  • Customer service oriented with a positive mindset
  • Effective communication and interpersonal skills
  • General HRIS knowledge and proficiency preferred

Job Details

General Summary    Works under direct supervision and fosters a productive, rewarding work environment for Penumbra employees. 
This role supports day-to-day operations of the human resources functions and duties. 
The Human Resources Assistant responsibilities include but is not limited to onboarding, staffing coordination, filing and answering general, routine employee questions promptly and accurately.  
Specific Duties and Responsibilities  • Provide front desk support, answer routine questions ranging from onboarding to offboarding, and provide excellent customer service to employees and managers.  • Respond, update and close employee inquiries (through an employee inquiry ticket system) or assign to subject matter experts. • May conduct new employee orientation presentations to onboard new employees, ensuring the completion and accuracy of new hire documents including I-9s. • Process and maintain all documentation required for new employees and provide assistance with benefits enrollment, timekeeping, and company policies.  • May prepare conversion documentation and/or other offer and change letters.  • Ensure accuracy and completeness of employee records by regularly maintaining and filing confidential employee files. • Prepare and maintain organization charts, manage HR department calendar and meetings, as needed.  • Assist with hiring fairs and other outreach activities, as needed.  • Support the processing of terminations.  • May participate in special HR projects, as needed.  • Responsible for maintaining the HR information on the Company’s intranet. • Respond to ad hoc information requests and prepare reports using data from the inquiry ticket system, HRIS system and Excel to support HR and other departments.   • Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. • Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company.  • Ensure other members of the department follow the QMS, regulations, standards, and procedures.  • Perform other work-related duties as assigned. 
Required Qualifications  • Associate Degree with 1+ years of related administrative experience, or an equivalent combination of education and experience  
Preferred qualifications  • BS degree preferred • Previous Human Resources and medical device, pharmaceutical, biotech, or other regulated industry experience preferred  • Customer service oriented, exhibits a positive mindset and approachable  • Effective oral, written, verbal and interpersonal communication skills, including empathy, patience, and ability to communicate effectively across cultures and with all levels of the organization  • Ability to work positively in a team environment  • Basic understanding and knowledge of Microsoft Office products including but not limited to Excel, Word, PowerPoint, Teams, and Outlook   • General HRIS knowledge and proficiency preferred • Organized and able to prioritize assignments in a fast-paced environment  • Able to maintain high degree of discretion in matters of confidentiality • Resourceful problem solver with a “can do” mindset 
Working Conditions  • General office environment  • Willingness and ability to work on site.   • Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day.  • Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.   • Must be able to read, prepare emails, and produce documents and spreadsheets.    • Must be able to move within the office and access file cabinets or supplies, as needed.  • Must be able to move between buildings and floors.  • Requires some lifting and moving of up to 25 pounds.  

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About The Company

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Alameda, California, United States (On-Site)

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