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Human Resources Assistant - Employee Engagement

Company: Stony Brook University
Location: Stony Brook
Posted on: June 6, 2021

Job Description:

Position Summary

Stony Brook Medicine is seeking a Human Resources Assistant to support our Hospital Human Resources team. This position provides administrative support to various divisions of HR including, but not limited to Employee Engagement, Talent Acquisition and supporting general HR inquiries.

Administrative responsibilities include, but are not limited to:

  • Manages the Employee Recognition and Reward program, including ordering and managing supplies, redeeming and tracking rewards, reporting, etc.
  • Manages the Employee of the Month program by monitoring nomination submissions, creating nomination summary documents, coordinating with HR and leadership to determine eligibility, approval and selection, and coordinating all logistics for the award recipients (e.g., certificate, awards, photography, social media, award meeting details, etc.).
  • Manages the Career Service Recognition program by mailing the monthly leadership recognition cards, and distributing and tracking pins.
  • Monitors the Resilience room and employee lactation and meditation pods to ensure they are stocked with materials and operations are running smoothly. Addresses and resolves any issues as they arise.
  • Updates Scala system in the Resilience Room based on new content and events.
  • Assists with Engagement survey support (e.g., tracking/reporting response rates and action plans, reporting, managing incentives, etc.).
  • Assists with coordinating employee events (e.g., purchases, print orders, prep and setup, etc.).
  • Schedules meetings and coordinates the calendars of HR Directors and Managers.
  • Coordinates and secures meeting space, computer and presentation equipment as needed.
  • Proofreads documents and emails, and makes any needed changes to ensure all content is clear, concise and free from grammatical and/or typographical errors.
  • Prepares and/or assists in the preparation of and distribution of documents, reports and presentations as needed.
  • Sets up POs and makes purchases in Lawson (e.g., awards, supplies, surveys, etc.).
  • Supports I-9 documentation collection activity.
  • Assists with Benefits questions and other walk in questions.
  • Assists Director of Employee Engagement with special projects and performs other related duties as assigned.


Required Qualifications:

  • Associates degree and 6 months of experience in an administrative support role. In Lieu of degree, 18 months experience in an administrative support role.
  • Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendar and travel, and work in a fast paced environment.
  • Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, Advanced Excel (Pivot Tables/V Lookup), Microsoft Outlook.
  • Ability to work collaboratively and independently
  • Must be a team player who can work in a fast paced environment.
  • Strong written and verbal communication skills.

Preferred Qualifications:

  • Familiarity with Peoplesoft, Taleo and/or other HR Information Systems.
  • Experience with high volume scheduling.
  • Experience in a Healthcare or Hospital System Human Resources.

Special Notes: Resume/CV and cover letter should be included with the online application.

Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.


  • Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
  • All Hospital positions maybe subject to changes in pass days and shifts as necessary.
  • This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
  • This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
  • Prior to start date, the selected candidate must meet the following requirements:

  • Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
  • Complete electronic reference check with a minimum of three (3) professional references.
  • Successfully complete a 5 panel drug screen*
  • Successfully complete a Background Check investigation.
  • Provide a copy of any required New York State license(s)/certificate(s).
  • Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
  • The hiring department will be responsible for any fee incurred for examination.


Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.


Keywords: Stony Brook University, New Haven , Human Resources Assistant - Employee Engagement, Other , Stony Brook, Connecticut

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