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Human Resources Assistant

Posting Details

Position Information

Position Title Human Resources Assistant
Posting Category Staff
Posting Number U1800000
Employer UB Foundation Activities
Appointment Term
Position Type

Posting Detail Information

Position Summary

The University at Buffalo Medical School annually trains more than 800 residents and fellows to become clinicians, researchers, teachers, and leaders in their fields. The University at Buffalo Office of Graduate Medical Education provides a variety of services, including human resources services, to support the University’s residents and fellows during their training.

The Office of Graduate Medical Education is looking for an Entry Level Human Resources Assistant to provide Human Resources support to employees and administrative support to the Human Resources and Employee Health Services Department. This is an excellent opportunity for a candidate who would like to learn various facets of the Human Resources field, including recruiting, onboarding, immigration/visa applications, benefits, leave of absences, employee health services, employee wellness, etc.

Job Responsibilities:
• Act as the first point of contact for employees by responding to inquiries regarding benefits, visas and other employment-related issues and elevate issues/questions to the Human Resources Manager or Director of Human Resources as required.
• Act as the Employee Health Services Liaison and provide administrative support to Employee Health Services physicians and office staff. Duties include coordinating wellness benefit programs, assisting with new resident employee orientation and physicals, completing resident employee communications involving employee health requirements, maintaining employee health spreadsheets and other employee health administrative duties as assigned.
• Assist with onboarding approximately 250 new resident employees on an annual basis by preparing orientation materials, scheduling new employee physicals, reviewing and tracking employee paperwork, approving benefit elections, verifying credentials, and conducting orientation.
• Assist with the J-1 and H-1B visa application process.
• Complete Form I-9s once employment commences and re-verifications as required.
• Assist with the issuance and tracking of employment contracts on an annual basis for all resident employees.
• Assist with employee benefit administration by reviewing and approving special enrollment events, reviewing employee benefit plans on an annual basis, preparing annual open enrollment communications and maintaining the online benefit enrollment system.
• Assist with the Leave Administration process, which includes Family Medical Leave Act (FMLA), NYS Short Term Disability, NYS Paid Family Leave, and other types of absences.
• Process workers compensation claims and disability claims by filing claim forms with the insurer and communicating with the employee regarding his or her rights and responsibilities.
• Administer the in-house COBRA program by mailing required notices, tracking enrollments, and processing monthly payments and early termination events.
• Collaborate with the payroll processor to help distribute W2 forms, process direct deposit forms and update resident employee tax withholdings.
• Administer the time off process for the Office of Graduate Medical Education employees by entering and collecting timesheets and sending a daily e-mail update with scheduled employee absences.
• Maintain employee, form I-9s, workers compensation, leave of absence and various benefit files.
• Enter, update, and/or retrieve information from human resources systems.
• Prepare reports, forms, and correspondence incidental to position responsibilities.
• Provide general administrative support to Human Resources Department, including copying, scanning, filing, large mailing preparation, and other administrative tasks.
• Other tasks as assigned by the Human Resources Department.

Salary: $25,000 – $28,000

Minimum Qualifications

• Ability to exhibit a high level of confidentiality.
• Ability to manage large volumes of e-mails and phone calls.
• Excellent computer skills, including Microsoft Word and Excel.
• Effective oral and written communication skills.
• Excellent interpersonal skills.
• Skills in database management and record keeping.
• Excellent organizational skills.
• Able to determine work priorities and meet deadlines.
• Must be reliable and maintain an excellent attendance record.

Preferred Qualifications

• Completion of a Human Resources undergraduate internship.
• Bachelor’s Degree in Human Resources or other related field.

Physical Demands
FTE 1.00
Campus Downtown Campus
Special Instructions to Applicants

Contact Information

Contact's Name Amanda Schiedel
Contact's Title Human Resources Manager
Contact's Email
Contact's Phone 716-829-5997

Posting Dates

Posted 01/08/2018
Deadline for Applicants Open Until Filled
Date to be filled 02/19/2018

Reference Letters

Number of Reference Letters Required
Reference Cutoff Date
Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. * List source mentioned above.

    (Open Ended Question)

Documents Needed To Apply

Required Documents
  1. Resume
Optional Documents