Seven Hills Foundation

Administrative Assistant for HR & Training

Regular Full-Time
Job ID


Provides administrative support and the updating and communication of information in a timely manner to ensure the smooth functioning of the Human Resources and Training Departments.

Performs a variety of administrative and clerical duties in support of Human Resources and the Training Department.


Essential Functions

Maintain files, forms and database information associated with personnel, benefits, workers’ compensation, OSHA, general information, recruitment and performance evaluations.

Maintains the filing system for training related documentation and materials, in accordance with established process to ensure compliance with licensing and regulatory standards.

Ensures complete and accurate data entry for the Human Resources and Training Department.

Assist with the new hire orientation, including but not limited to, assisting new hires with the completion of required paperwork and enrollment forms and explaining benefits information.

Ensure completion of all new hire paperwork and system set up for all new hires.

Enter data into HRIS for new hires, terminations and employee changes (i.e., change of address, benefits, pay and position changes) and coordinate changes with affected departments and benefits providers as necessary, including but not limited to the Corporate College and Training Department.

Assist with updating and ongoing maintenance of the organization’s HRIS and learning management system (LMS).

Ensures that all staff are accurately reflected within the LMS. Work collaboratively with HRIS manager to resolve employee record upload issues between HRIS, payroll software, and LMS; including rehires, transfers, names changes, etc.

Ensures complete and accurate data entry for all external workshops and training sessions conducted by contractors or non-Corporate College staff.

Process background checks, including but not limited to CORI, DCF, Federal Fingerprinting and RMV. Reports results to Sr. Human Resources Generalist; maintain all related files; provide assistance with verification of credentials for new hires as needed.

Perform course administrative tasks for all core trainings, including but not limited to scheduling, enrollment, reporting, calendar management, and maintaining training records.

Provides support for trainings such as a/v equipment assistance, room reservation and set-up etc.

Provides back-up assistance for the Training Coordinator as needed.

Develops and maintains a complete inventory of training materials. Maintains, orders, and distributes department office and training supplies.

Coordinates and organizes the Medication Administration training including the scheduling, enrolling and record keeping functions. Works collaboratively with MAP instructors / Nurse Manager and the testing company to resolve issues and expedite the testing process.

Assist with other training related projects and administrative functions under the supervision of the Training Coordinator.

Fulfill employee requests for standard information and forms.

Complete all verification of employment requests as well as preparing verification of employment letters upon request.

Assist with the coordination of special events such as recognition events, employee outings, open houses, career fairs, health fairs, etc. as needed.

Process and review invoices as needed.

Monitor and report training requirements to supervisors and employees.

Provides telephone switchboard relief as required.

Sort incoming mail, faxes, and deliveries for distribution.

Additional Responsibilities

Delivers high level of customer service for employees in a professional and timely manner; strict adherence to maintaining confidentiality.

Supports the use of technology within the Corporate College training rooms, including demonstrating system operation and assisting external vendors.

Role requires initiative, collaboration skills, flexibility, detail-orientation, time management ability, and the ability to independently solve problems.

Performs other duties as required or directed.


Physical Requirements

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: Sitting, pushing, pulling, carrying, grasping, speaking, listening, stooping, crouching, bending, standing, twisting, walking. May be required to life up to fifty (50) pounds.

Work environment: Generally an office environment using standard office equipment. Some travel by vehicle is required.


High School graduate with administrative/secretarial training.

Minimum of three year’s experience in administrative field; accurate data entry skills; proficiency in Microsoft applications; excellent telephone and organizational skills required.

Experience with HRIS systems, database and learning management system software, strongly preferred.


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