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  • HR Administrative Assistant - Sanford Burnham Prebys Medical Discovery Institute

HR Administrative Assistant - Sanford Burnham Prebys Medical Discovery Institute

  • Thursday, July 12, 2018 10:40 AM
    Message # 6378767

    It is an exciting time to be part of the Human Resources department at Sanford Burnham Prebys! We are working through enhancements to our processes and systems and introducing new ideas to support the culture and objectives of the Institute.  This is an environment that welcomes new ideas and thinking creatively to provide the best service to our current and future colleagues.  We incorporate our Institute’s values of commitment, collaboration, communication, community, and compassion and we are looking for a new team member who embodies those also. 


    Under specific direction, the Human Resources Administrative Assistant provides administrative support in a variety of areas in support of the Institute’s Human Resources Department.

    Duties and Responsibilities:

    • Provides administrative support to Vice President of HR by answering phones, managing meeting and appointment schedules, acting as department point of contact and other duties as needed
    • Coordinates and schedules a variety of meetings and related items including securing meeting rooms, materials preparation, coordinating catering, and setting-up audio/visual equipment
    • Schedules and coordinates travel
    • Assists with tracking and oversight of the departmental budget including reconciling purchasing cards, completing expense reports, distributing monthly budget reports and submitting documentation to vendors and Finance department
    • Prepares check requests, obtains approvals and processes purchase orders and invoices for procured services or goods (relocation, computers, swag)
    • Orders and maintains sufficient stock of office and kitchen supplies in break room
    • Creates personnel file folders, maintains, pulls and files all documents in personnel files
    • Supports development and maintenance of contracts and agreements, including for faculty and adjunct appointments.
    • Maintains all HR pages on SharePoint intranet site and acts as primary liaison with IT department for equipment or support issues affecting department
    • Supports Project Manager with coordinating Values Award Program communications, website, nominations and awards
    • Provides assistance with form and template updates to conform to Institute branding and helps with design and formatting in a variety of office applications (e.g., Word, PowerPoint, Excel, Adobe)
    • Maintains department Outlook calendars, email distribution lists and contact lists
    • Takes minutes at department meetings and publishes meeting minutes
    • Provides back-up to HR teams for recruiting and employment support which may include conducting employee exit meetings, printing and assembling separation packets and basic onboarding packets, and assisting with employee onboarding and processing new hires
    • Assembles binder and pre-read materials for Compensation Committee meetings
    • Provides back-up to front desk receptionist
    • Assists with planning and organizing employee luncheons and events
    • Oversees the Institute employee holiday charity drives, and assists with special projects as needed
    • Supports document retention efforts and documentation compliance including shared drive structure standards, maintenance of documents pertaining to HR operations, and displaying and maintaining required posters
    • Administers online surveys for department and conducts preliminary analysis as required.
    • Supports departmental projects as needed which may include project tracking, calendars and creation of materials to support project success
    • Provides administrative support for all HR team initiatives and tasks as requested

    Required Experience: Education and/or Experience:

    • High School diploma required and one year directly related administrative support experience or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained
    • Bachelor’s degree in HR desired

    Other Requirements and/or Specifications:

    • Maintain strict confidentiality at all times
    • Work independently as well as in a team environment
    • Be responsible, organized, and a problem solver
    • Possess strong attention to detail, analytical, time management, organizational, communication, and interpersonal skills
    • Professional proficiency in Microsoft Office
    • Embody the Institute’s core values of Commitment, Collaboration, Communication, Community and Compassion

    To apply, visit our website:  https://www.sbpdiscovery.org/about/careers?jobID=219637

    Sanford Burnham Prebys Medical Discovery Institute is an Equal Opportunity employer – M/F/Veteran/Disability – committed to the hiring, advancement and fair treatment of all individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other protected status as designated by federal, state or local law.  For additional information about your rights as an applicant, click HERE.

    Sanford Burnham Prebys Medical Discovery Institute will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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