[Hiring] HR Admin Assistant @NIVA Health

Role Description

The Human Resources Administrative Partner plays a vital role in supporting NIVA Health’s HR operations and employee life cycle processes. This position provides administrative and operational support to the Human Resources team by coordinating pre-hire, onboarding, and post-hire activities. The ideal candidate is highly organized, detail-oriented, and demonstrates a proactive approach to supporting a fast-paced, growing healthcare organization.

The Human Resources Administrative Partner must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions.

NIVA Health Core Values:

• Teamwork: Foster collaboration and unity across all levels of the organization.
• Resilience: Maintain a positive attitude and determination to overcome challenges.
• Open-Mindedness: Encourage innovation and diverse perspectives.
• Ownership: Take responsibility for achieving goals and driving success.
• Positivity: Inspire optimism and enthusiasm throughout the team.

Pre-Hire & Onboarding Support

• Coordinate pre-hire activities, including background and reference checks.
• Send candidate correspondence regarding new hire orientation and onboarding steps.
• Process new hire forms, verify employment eligibility (I-9 documentation), and create employment agreements.
• Send payroll setup details to the Payroll Department and ensure timely submission.
• Order equipment and coordinate logistics for new hires, including travel details as needed.
• Maintain accurate new hire files and documentation in digital HR systems.

Post-Hire & Employee Support

• Process employment verifications in compliance with company and legal requirements.
• Track and verify licensure renewals for clinical staff and ensure all credentials remain current.
• Manage call-out and time-off requests and maintain attendance records.
• Process and track sign-on and monthly bonus requests.
• Maintain employee directories and assist with internal communications.
• Send exit interview surveys, request return of company equipment, and process final separations.

Administrative & HR Operations

• Record meeting minutes for HR Team meetings, track and update the issues list, and distribute action items.
• Maintain HR departmental SOPs and ensure timely updates.
• Assist with departmental reporting and analytics using Google Forms and other HR tools.
• Support the HR team with performance management reminders, data tracking, and communications.
• Manage Glassdoor review campaigns and coordinate Employee of the Month nomination communications.
• Perform other HR-related duties and special projects as assigned.

Qualifications

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Proven experience in HR coordination, HR administration, or a similar support role.
• Working knowledge of HR practices, compliance, and documentation.
• Strong proficiency in Google Workspace (Docs, Sheets, Forms) and HR systems.
• Exceptional organizational, communication, and follow-up skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and accuracy in data management and documentation.
• Excellent time management with the ability to prioritize and multitask effectively in a remote environment.

Preferred Qualifications

• Prior experience in a healthcare or multi-site organization.
• Familiarity with HRIS platforms such as Paychex Flex or similar systems.
• Basic understanding of payroll processes and credentialing workflows.

Work Environment

• Fully remote position with virtual collaboration across multiple departments and locations.