HUMAN RESOURCES ASSISSTANT

Summary: The Human Resources Specialist provides entry-level professional and administrative support across the employee lifecycle, with particular emphasis on recruiting, candidate screening, interviewing, orientation, and onboarding. This position serves as a primary point of contact and the welcoming face of the Human Resources department for candidates, employees, students, visitors, physicians, and leaders. The role works closely with departments throughout OAA Orthopaedic Specialists to coordinate timely, accurate, and professional HR services while safeguarding highly confidential information.

Essential Functions

Recruitment and Candidate Support

• Supports the recruitment process by posting positions, reviewing applicant activity, maintaining candidate records, and coordinating next steps in the applicant tracking system.
• Conducts initial candidate phone or virtual screenings and assists with interviews under the direction of the Human Resources Manager.
• Schedules interviews and communicates professionally and promptly with candidates and hiring managers throughout the selection process.
• Partners with hiring managers to understand staffing needs, obtain timely candidate feedback, and maintain an organized and positive candidate experience.
• Assists with reference checks, pre-employment requirements, offer documentation, and other recruitment activities as assigned.
• Coordinates recruitment meetings, activities, travel, and dinners for prospective providers in partnership with leadership.

Orientation and Onboarding

• Coordinates the onboarding process, including new-hire correspondence, required forms, pre-employment documents, orientation schedules, and communication with the hiring department.
• Prepares and conducts new-hire orientation using current, accurate materials and ensures information is appropriate to each employee's position, work location, status, and benefit eligibility.
• Works closely with managers, Information Technology, payroll, facilities, and other departments to support a smooth and timely start for new employees.
• Maintains accurate onboarding records and follows up on incomplete or outstanding requirements.

Human Resources and Employee Support

• Serves as a professional and approachable first point of contact for routine HR questions and directs matters requiring additional review to the appropriate HR team member.
• Provides daily administrative support to the Human Resources department, including document preparation, data entry, filing, record maintenance, correspondence, research, and reports.
• Assists with employee engagement initiatives, internal and external events, training programs, conferences, invitations, facilities, catering, and speaker coordination.
• Supports employment and reference verification requests and other routine HR processes as assigned.
• Uses sound judgment, follows established procedures, verifies information before communicating it, and seeks guidance when a matter falls outside the position's authority or experience.

Student Shadowing and Clinical Education Support

• Coordinates student shadowing, observation, rotation, and resident requests from initial inquiry through completion.
• Communicates with students, schools, physicians, managers, and departments to confirm availability, specialty, dates, requirements, and placement details.
• Collects and tracks required agreements, confidentiality forms, emergency contact information, health documentation, and other program materials before participation begins.
• Maintains accurate student records and provides timely, clear correspondence regarding approvals, denials, scheduling changes, and program expectations.

Administrative and Operational Support

• Answers, screens, and responds to incoming calls; greets visitors; and directs individuals to the appropriate person or department.
• Maintains meeting room calendars and assists with meeting coordination, catering, and daily lunch orders.
• Receives, sorts, and distributes incoming mail and packages; prepares outgoing mail, email correspondence, and faxes.
• Orders and maintains office and HR supplies, coordinates equipment maintenance, and facilitates form and business card orders.
• Coordinates lab coat ordering and cleaning with the designated vendor.
• Coordinates physician travel schedules and reservations, tracks physician time off, and reviews monthly and call schedules for potential conflicts.
• Conducts research, compiles statistical or operational reports, and assists Human Resources and the leadership team with special projects.
• Performs other duties as assigned to support the Human Resources department and organizational operations.

Confidentiality and Professional Standards

This position has access to sensitive employee, applicant, compensation, medical, benefits, disciplinary, and organizational information. The Human Resources Specialist must maintain strict confidentiality at all times, discuss information only with authorized individuals, secure records appropriately, and exercise discretion in every verbal, written, and electronic interaction. A breach of confidentiality may result in corrective action, up to and including termination of employment.

Required Qualifications

• High school diploma or General Educational Development (GED) credential required.
• Strong written and verbal communication, customer service, and interpersonal skills.
• Demonstrated discretion and ability to protect confidential information.
• Strong attention to detail, organizational skills, follow-through, and ability to manage competing priorities and deadlines.
• Proficiency with Microsoft Word, Excel, Outlook, and internet-based systems.
• Ability to work professionally and collaboratively with employees, candidates, physicians, students, managers, vendors, and visitors.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field.
• One to two years of experience in human resources, recruiting, administrative support, customer service, or a medical practice environment.
• Experience with a human resources information system or applicant tracking system; Paycom experience is a plus.
• Basic knowledge of employment practices, HR policies, and applicable regulations, with a willingness to continue developing HR knowledge.

Core Competencies

• Confidentiality and discretion
• Professionalism and customer service
• Accuracy and attention to detail
• Organization and time management
• Communication and collaboration
• Sound judgment and accountability
• Initiative, adaptability, and willingness to learn

About OAA Orthopaedic Specialists

OAA Orthopaedic Specialists has served the Lehigh Valley for more than fifty years. Our mission is to be the region's premier medical provider focused exclusively on orthopaedic care. Our employees work together to provide a high-quality, patient-centered experience for patients and their families.

OAA Orthopaedic Specialists is an equal opportunity employer. This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may be modified based on organizational needs.