Westlake Dermatology is looking for a full-time HR Assistant & Recruiter to join our Human Resources team! This role will support recruiting, onboarding, and day-to-day HR operations while partnering with our clinics and hiring managers across the organization. This position may be eligible for a work-from-home arrangement after an initial in-office training period.
This role will also assist with maintaining accurate employee records, supporting HR processes within ADP, and providing general administrative support to the Human Resources department.
Education & Experience
- High school diploma
- 1–3 years of experience in Human Resources, recruiting, staffing, or a related administrative role.
- At least one year prior medical office experience preferred
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Previous experience using ADP Workforce Now and/or ADP Recruiting.
- Experience recruiting for healthcare, medical, dermatology, aesthetics, or other clinical environments.
Essential Skills
- Excellent customer service and communication skills
- Ability to work as a team member
- Able to manage multiple tasks simultaneously
- Highly motivated and well organized with attention to detail
- Appropriate telephone etiquette and communication skills
- Substantial knowledge of general medical office procedures and terminology
- Strong computer and organizational skills
- Able to convey a positive attitude in all dealings with employees and team members
- Appropriate sense of discretion in dealing with employee information and difficult situations
- Takes initiative to solve problems and complete projects
- Able to sit for long periods of time
Recruiting & Talent Acquisition
- Manage recruiting activities for assigned positions across multiple clinic locations and departments.
- Create, post, and maintain job postings across appropriate recruiting platforms.
- Review resumes and applications and conduct initial candidate screenings.
- Conduct phone and/or virtual interviews with candidates.
- Coordinate interviews between candidates and hiring managers.
- Communicate with candidates throughout the recruiting process and provide a positive candidate experience.
- Partner with Office Managers, providers, and other hiring managers to understand staffing needs and candidate requirements.
- Provide hiring managers with candidate recommendations and interview feedback.
- Assist with extending offers and communicating offer details to selected candidates.
- Track candidates and maintain accurate recruiting activity within ADP.
- Monitor open positions and follow up with hiring managers to keep searches moving forward.
- Assist with internal transfers and employee referral processes.
- Develop and maintain recruiting templates, interview guides, and other recruitment resources.
New Hire Onboarding
- Coordinate the onboarding process for new employees from offer acceptance through start date.
- Send and monitor onboarding paperwork through ADP.
- Follow up with new hires regarding incomplete onboarding tasks.
- Assist with I-9 and employment eligibility documentation and ensure required documentation is completed appropriately.
- Coordinate new hire training schedules with Training & Development, managers, and clinic teams.
- Communicate start-date information and onboarding expectations to new hires and managers.
- Ensure new hires receive the information and resources needed to have a successful first day.
- Maintain accurate onboarding records and follow up on outstanding items.
HR Administration
- Maintain accurate and confidential employee records and HR documentation.
- Assist with employee changes, transfers, promotions, and other personnel updates.
- Utilize ADP to update and maintain employee information.
- Assist with HR reporting and data entry as needed.
- Respond to routine employee and manager questions and direct more complex questions to the appropriate HR team member.
- Assist with maintaining HR policies, forms, templates, and other documentation.
- Support employee file audits and other compliance-related projects.
- Assist with special HR projects and administrative duties as assigned.
- ADP Responsibilities
- Managing candidates and job postings through ADP Recruiting.
- Initiating and monitoring new hire onboarding.
- Reviewing onboarding completion and following up on outstanding tasks.
- Updating employee information and employment records.
- Assisting with employee transfers and other employment changes.
- Pulling and reviewing HR reports.
- Troubleshooting routine ADP issues and escalating technical issues when necessary.
- Assisting employees and managers with basic ADP questions.
Job Type: full-time
Compensation: Starting at $25 per hour (plus benefits and 401K options for full-time employees)
Westlake Dermatology is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, disability or any other basis prohibited by law.