About This Role
The HR Assistant coordinates daily administrative functions across the agency's HR department to ensure smooth, compliant, and efficient operations. A core priority of this role is protecting employee privacy by maintaining the strict confidentiality, accuracy, and security of all sensitive personnel data and records.
Responsibilities
- Oversee full-cycle recruitment administrative tasks, including posting vacancies, screening applicant materials, scheduling interviews, conducting reference checks, and managing applicant tracking data in ADP and external talent acquisition platforms
- Facilitate monthly New Employee Orientation (NEO) sessions for new hires
- Coordinate onboarding workflows, background checks, and health/clearance verifications for regular staff, volunteers, contractors, residents, and interns
- Maintain accurate personnel files (active/terminated), I-9 compliance, and employee health/training records
- Conduct monthly compliance audits (e.g., OIG/GSA screenings) and oversee ongoing health clearance requirements, including N95 respiratory protection training and mask fittings
- Manage employee data entries, personnel updates, and portal announcements in ADP
- Run regular compliance and operational reports, and assist with tracking employee tenure and organizational metrics
- Provide overall administrative and clerical support to the HR department, including responding to personnel inquiries, submitting IT support requests, managing department supplies, and distributing internal communications (phone lists/emergency trees)
- Other duties as assigned
Requirements
- Associate's degree preferred; high school diploma or equivalent required
- Minimum of one (1) year of clerical or administrative experience
- An equivalent combination of relevant work experience and education may be substituted for the degree requirement
- Must possess the ability to perform each essential duty satisfactorily and integrate direct supervision into daily performance
- Demonstrated capacity to receive, respond to, and constructive guidance positively to support professional growth and department goals
- Proof of the following immunization; with or without reasonable accommodation: TB skin test or chest x-ray, Hep B (optional)
Benefits
- Health insurance (Employee only) 100% premium paid once eligible
- 14 Paid holidays
- Parking included
- 403(b) Retirement Plan Participation effective within 4 weeks of employment
- Matching is offered once eligible with a 3-year vesting period
- HOLO Bus Pass benefits
- BIKI bike rental benefits
- Company Shirt
Important Details
- Schedule: Monday – Friday, 40 hours work week
About the Company
Founded in 1967, Waikiki Health is a nonprofit, Federally Qualified Health Center (FQHC) that offers a Patient-Centered Medical Home targeting our community’s most vulnerable populations. Our clinical and program sites provide holistic care in welcoming, supportive, and nonjudgmental environments. Waikiki Health’s mission is to provide quality medical and social services that are accessible and affordable for everyone, regardless of ability to pay.
