Human Resources Assistant

Position Type: Full-time, exempt

Compensation: Salary $45k - $55k annually DOE

Job Location: Remote (United States)

Company Overview: 

Theoria Medical is a comprehensive medical group and technology company dedicated to serving patients across the care continuum with an emphasis on post-acute care and primary care. Theoria serves facilities across the United States with a multitude of services to improve the quality of care delivered, refine facility processes, and enhance critical relationships. We offer a broad scope of services including multispecialty physician services, telemedicine, remote patient monitoring, and more. We currently operate primary care clinics and provide medical services to skilled nursing facilities in numerous states across the nation. 

As a leading edge, innovative, and quality driven physician group, we continue to expand nationally.  In pursuit of this, we continue to seek talented individuals to join our amazing team and care for our population. We wish to extend a warm welcome to all candidates interested in making a difference in healthcare delivery by joining the Theoria team

Theoria’s Human Resource Department is seeking an experienced Human Resources Assistant to join its team to continue to support the expansion of the company. Theoria’s Human Resource Department is fast paced, and has a critical role in Theoria’s daily operations; as a result, we are looking for highly motivated and accountable individuals to join our team.

Shift Structure: 

• Monday - Friday, 8:30 AM to 5:30 PM EST (some flexibility available)

Essential Functions and Responsibilities

• Coordinate and manage scheduling changes for the Clinical Operations Department.
• Schedule and coordinate introductory calls for newly onboarded employees.
• Execute Time and Attendance processing, auditing the Monday board to ensure time off is accurately recorded.
• Assist with the administration and reconciliation of Paid Time Off (PTO) hours.
• Coordinate tracking of sick time, leave, and benefits.
• Navigate onboarding processes, including new hire training setup, coordination for all departments, and verify equipment distribution.
• Handle offboarding processes, including tracking employee notices and notice periods, communicating separations to appropriate departments, and confirming equipment return.
• Update employee files, ensuring all confidential information remains secure.
• Resolve discrepancies with the time-off board and PTO balances to ensure accuracy and compliance with company procedures, policies, and guidelines.
• Assist with updating and managing emails, accurately sorting and filing them as required.
• Address employment-related inquiries from applicants, employees, and supervisors, escalating complex or sensitive matters as needed.
• Perform routine tasks necessary for administering and executing human resources duties, including but not limited to compensation, benefits, leave, disciplinary actions, performance and talent management, productivity, recognition and morale, occupational health and safety, and training and development.
• Review, track, and document compliance with mandatory and non-mandatory training, continuing education, and assessments, including safety training, anti-harassment training, and certifications.
• Assist with HR initiatives and projects as needed.

Requirements and Qualifications

• High school diploma, preferred with relevant experience
• 1-2 years of experience in scheduling administration.
• 1-2 years of experience in HR administration.
• Experience with Monday board, preferred.
• Effective time management and organizational skills.
• Ability to work in a fast-paced environment.
• Meticulous attention to detail.
• Highly computer literate, with knowledge of Gmail, Google Docs, MS Office, and related business communication tools.
• Understanding of confidentiality and ethical practices.
• Strong communication skills.

Physical Requirements

• Must be punctual and adhere to the company's Time and Attendance policy.
• Must be able to work at a computer for extended periods of time, whether seated or standing.

Compensation and Benefits

• Paid time off (PTO) and holidays
• 401(k) plan with employer matching contributions
• Short-term and long-term disability insurance
• Medical, vision, and dental insurance
• Employer-paid life insurance policy

Employees must be able to perform the essential functions of this position satisfactorily, with or without a reasonable accommodation.  Employer retains the right to change or assign other duties to this position.

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