Position Description

Human Resources Administrative Associate
Location United States
Department HR
# of openings 1
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Vital Strategies, headquartered in New York City, is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently have five global offices and an extended network in 73 countries, supporting data-driven decision making in government, advancing evidence-based public health policies and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, cardiovascular health promotion, tobacco control, road safety, obesity prevention, epidemic prevention, environmental health, vital statistics systems building and multi-drug resistant tuberculosis treatment research. Our programs are primarily concentrated in low- and middle-income countries and cities in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

Vital Strategies offers highly competitive compensation and comprehensive benefits. Vital welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all applicants seeking employment.

Candidates must be legally eligible to work in the U.S.

The Position

The Human Resources Administrative Associate will be part of an HR team that supports a global workforce of more than 250 employees. The incumbent  will be immersed in all aspects of the HR function including benefits, staffing, training, compliance and information systems. The Associate will work with the team to design guides, templates, and checklists as aids to staff on various processes. The Associate will also contribute to project-planning and project-update meetings and track program deliverables and milestones. 


Key Responsibilities

HR Project Management, Customer Support

  • Support the team in designing and formatting effective resources such as templates, checklists that illustrate and communicate key processes and work flows
  • Support the team in keeping multiple projects on time by tracking program deliverables and milestones utilizing the project planning tool (Monday.com)
  • Generate regular update reports for project teams and follow up on action items
  • Assist in responding to employee questions and general HR mailbox inquiries
  • Maintain calendars of HR events, meetings etc.

Database and Records Management

  • Manage the Human Resources database, Suite People, and compile reports as requested
  • Maintain current HR files and databases to ensure that e-folder and e-file naming conventions are followed
  • Maintain and update employee records following security and privacy procedures at all times, including processing of employee changes and paperwork.
  • Perform file audits to ensure that all required employee documentation is collected and maintained
  • Maintain the staff section of the website
  • Assist in maintenance of  the organization chart
  • Work with the Information Technology team to ensure staff lists in Outlook are complete and accurate
  • Assist in payroll and benefits audits and recommend corrective actions


HR Functional Support

  • Assist with new hire orientation and processing for new employees
  • Ensure that all employee changes are documented, shared appropriately, and filed
  • Support distribution of information/publications of HR-related information and materials including employee handbook, benefits enrollment, etc.
  • Support coordination of fulfillment of all reporting requirements in regard to relevant government rules and regulations
  • Process and prepare for payment invoices directed to the HR department; maintain HR-related consultant contracts
  • Provide support for payroll and benefits


Trainings and Meetings

  • Manage and execute logistics for trainings and workshops
  • Coordinate weekly Human Resources team meeting: schedule meetings and call-in, circulate agenda and papers, take note of action points.
  • Support the team in designing training slides and resources


Annual Human Resources Project Support

  • Provide support to annual benefit info-sessions and open enrollment process
  • Provide support to annual performance review process
  • Administrative support for major annual Human Resources-led projects and other Human Resources initiatives as required.


Qualifications and Skills:

  • Bachelor’s degree with three years’ work experience; some experience in HR department preferred
  • Customer service-oriented attitude
  • Must be organized, detail-oriented, able to monitor work for quality, and possess excellent follow up skills.
  • Demonstrate excellent teamwork, multitasking, and problem-solving skills
  • Demonstrate integrity and ability to work with highly confidential material
  • Must be adept at problem-solving, including being able to identify issues and potential resolutions in a timely manner
  • Working with employees around the globe, must demonstrate intercultural competence in order to effectively communicate and work with our global team.
  • Must be able to communicate clearly, both written and orally, as well as communicate with employees, vendors, etc.
  • Experience in project management a plus
  • Proven ability to quickly learn new software, highly adept in Microsoft Suite products (Word, Excel and Powerpoint); prefer experience in database management
  • Experience working in an international environment a significant plus
  • A global outlook; a keen interest and knowledge of current affairs globally; cultural sensitivity
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