Administrative Assistant Job at Collage Rehabilitation Partners in Paoli

Join the excitement of a dynamic company committed to providing exceptional neurological rehabilitation to adults with brain injury! Collage Rehabilitation Partners is looking for a Full-Time Administrative Assistant to join our outstanding team in our corporate office in Paoli, PA. Collage Rehabilitation Partners is a growing organization dedicated to excellence, honesty and ethics in the treatment of our clients and each other. For more than 35 years, we’ve developed programs to meet the diverse needs of clients with moderate to severe traumatic and acquired brain injuries. We provide treatment for post-concussion syndrome, stroke, memory loss, neurobehavioral issues and accident or sports-related head injuries.

Benefits include, but are not limited to:

• Comprehensive benefits package (medical, dental, vision, disability, 401(k), and more)
• Tuition assistance
• Referral bonus

Responsibilities

This position works closely with and provides administrative support to the Human Resources Department. This role assists the HR team by handling a variety of administrative responsibilities and supporting several specialized functions such as collecting and keeping track of employment records, maintaining complete and accurate personnel files, and collecting or communicating HR-related information within the organization. This position will also assist regularly with a diverse mix of HR-related projects and initiatives as needed.

• Responds to external inquiries or requests to obtain personnel information such as verifying current employment or previous work history. Serves as a resource person for responding to ongoing staff questions or requests for HR-related information.
• Takes a lead role in auditing, organizing, and updating personnel files to ensure staff information and all required employment records are current, complete, and accurate.
• Tracks personnel file documents necessary to ensure Collage complies with insurance, licensing, and accreditation standards (CARF, DPW), and to support the company’s internal policies and procedures (e.g., driver’s license reviews, state/federal criminal background checks, etc.) Proactively contacts employees to obtain forms, licenses, certifications, or other HR-related documentation as needed.
• Administers and completes pre-employment contingencies, as needed, on prospective employees based upon an applicant’s status; handles the onboarding process for new hires (including distribution and collection of new hire documentation, completion of I-9's, etc.).
• Supports the new hire orientation and assists staff with integrating into their employment experience at Collage.
• Assists with the job applicant process, including phone screenings, reposting of jobs/positions, maintenance of accuracy of job postings, and select reference checks.
• Organizes and processes new-hire/intern paperwork by completing needed employment and other background checks, and creates employee files for programs.
• Assists with various aspects of HR projects and employee appreciation and retention-related organizational initiatives as requested.
• Completes HRIS system maintenance tasks and performs updates as needed.
• Participates in HR team updates and strategic planning meetings.
• Other duties as assigned.

Qualifications

• A high school diploma is required; an associate’s degree is preferred
• Experience using the Microsoft Office and Google productivity suites along with proficient word processing and other general software skills are required
• Familiarity with database maintenance, administration, employment regulations, recordkeeping, recruiting, or other HR practices is a plus
• Excellent planning, organizing, time management, and communication skills are necessary, along with understanding the need to properly secure sensitive information and maintain strict confidentiality with the personal and employment-related data that is maintained in the company’s files and recordkeeping systems

Collage Rehabilitation Partners is an equal employment opportunity employer. We are dedicated to hiring the person who is best suited for our positions. It is the policy of Collage Rehabilitation Partners to consider all individuals without regard to race, religion, color, sex, age, disability, sexual orientation or national origin.

Applicants with disabilities may be entitled to a reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done, which will ensure an equal employment opportunity without imposing undue hardship on Collage Rehabilitation Partners. Please inform a Collage Rehabilitation Partners Human Resources representative if you need assistance completing this form or otherwise participating in the application process.

All applications received by Collage Rehabilitation Partners will only remain active for a period of 2 years from the date received. If you still wish to be considered for employment after 2 years, you will need to reapply.

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