Human Resources Assistant

If you are a current Duly/SBC/QMG employee, please apply through the Internal Career Site. Department: Human Resources Location: 211 N Eddy Street, South Bend, IN, 46617 Hours: 32 Hours Weekly: Monday–Friday, 8:00 a.m.–3:30 p.m. At The South Bend Clinic , you are supported to do your best work and make a meaningful impact every day.

You will be part of a collaborative, physician-led team that works as one and puts patients at the center of everything we do. With a connected network of providers, care teams, and services across primary and specialty care, surgery centers, imaging, lab, and therapy, you are part of a system designed to deliver high-quality, coordinated care.

Together, we create an environment where you can grow, contribute, and help improve the experience and outcomes for every patient we serve.

Benefits

• Comprehensive medical, dental, and vision benefits that include healthcare navigation assistance.
• Access to a mental health benefit at no cost.
• Employer provided life and disability insurance.
• $5,250 Tuition Reimbursement per year.
• Immediate 401(k) match.
• 40 hours paid volunteer time off.
• A culture committed to community engagement and social impact.
• Up to 12 weeks parental leave at 100% pay and a financial benefit for adoption and surrogacy for non-physician team members once eligibility requirements are met.

Responsibilities

a. Supports administrative tasks and assists in projects for Senior HR Business Partner and other team members as directed by Senior HR Business Partner. b. Provides assistance to human resource and/or management staff for all or parts of organization's human resource employment requirements, employee relations, benefits, employee appreciation days, etc.

c. Owns efficient utilization and organization of department’s filing, office supplies, etc. d. Responsible for scanning employee files and moving them into electronic records to be compliant with record retention laws. e. Utilize HRIS and other IT applications for tracking, developing reports, etc. Examples would be license/certification expiration, birthdays, parking assignments, etc.

f. Responds to verifications of employment requests and maintains documentation in employee electronic files. g. Responds to unemployment claims as they arise and maintains documentation in employee electronic files. h. Creates and revises various and numerous HR documents as requested using Word, Excel, etc. i. Maintains the HR shared folder to ensure no duplications, etc.

and responsible for placement of new and revised documents in other correlating shared folders. j. Responsible for reports monthly for new hire and anniversary information to be shared with Director of Marketing & Communications for the newsletter. k. Responsible for Employee Appreciation Days and all aspects, running reports, ordering items, creating inserts and coordinating deliveries if necessary to satellite locations, etc.

l. Maintain parking garage report file for Eddy Street. Obtaining license plate numbers from all team members and issuing parking permits according to their position. m. Responsible for badge printing for vendors and team members. n. Will cross-train in set-up and participate in new employee orientation. o. Perform Respirator Fit Testing for required clinical team members at hire.

p. Assist in off -cycle new hire process. q. Responsible for planning the recognition of retiring employees. r. Responsible for ordering flowers on behalf of clinic for bereavement, retiring, births, etc. s. Serve as receptionist via phone and in person for employees, guests, etc. t. Answers general questions and provides hand-offs to appropriate team members when necessary.

u. Looks for ways to assist team members and learn the basics of their positions. v. Responsible for maintaining compliance posters at all locations. w. Responsible for outward professional appearance of HR suite. x. Initiates process improvement in areas of scope to increase efficiency and effectiveness of position and department.

y. Files all employee related documents according to department processes and is point for organizing and managing HR shared drive. z. Ensures department is stocked with necessary office supplies and requests via the Clinic’s ordering system. aa. Treats all people, internally and externally, as customers and serve with the highest level of professionalism.

bb. Performs other duties as assigned. Position Requirments: Education/Certification/License: Bachelor’s degree is required. Bachelor’s degree preferred in a related field. Knowledge, Skills, and Abilities: Knowledge of the principles and practices of human resources especially confidentiality. Must possess sound judgment in decision making, superior customer service, and effective prioritization.

Proven Microsoft Office suite efficiency and aptitude for report generation from other platforms. Artificial Intelligence Disclosure Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.