HR Assistant

Make a difference with VOA Oregon For over 125 years, Volunteers of America Oregon has been dedicated to serving the most vulnerable members of our community. Through our programs in behavioral health, addiction treatment, reentry services, and support for children and families, we provide life-changing services that promote safety, healing, and empowerment.

Join a mission-driven organization that truly values its employees This is a full-time position with excellent benefits, including:

Comprehensive health coverage – medical, dental, and vision insurance, with an employee medical premium starting at just $12.50 per paycheck

Financial protection – life insurance, short- and long-term disability insurance

Retirement security – 403(b) with an automatic 5.5% employer contribution after 18 months, regardless of employee participation

Work-life balance – a generous paid time off (PTO) plan, starting with accruals that earn 15 days in the first year, 23 days in the second, and 26 days in the third

Upfront sick leave – 80 hours of front-loaded sick time (prorated in the first year), which resets annually on January 1

Paid holidays – 10 paid holidays each year, plus three personal holidays (prorated in the first year) for employees to take time off to celebrate holidays, events, or milestones that matter most to them

Student loan forgiveness – As a 501(c)(3) nonprofit, VOA Oregon is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program, which can help employees reduce or eliminate their federal student loan debt after 10 years of qualifying payments.

Additional perks – flexible spending accounts, an employee assistance program, and other voluntary benefits and discounts

At VOA Oregon, you'll be part of a compassionate and dedicated team, making a real difference in our community. Apply today

Job Summary

The HR Assistant provides administrative support to the Human Resources department and ensures the smooth daily operations of VOA Oregon's administrative office. This position performs entry-level HR functions such as data entry, document collection, scheduling, and preparing materials for trainings and events, while also serving as the first point of contact for visitors, staff, and vendors. The role supports a welcoming, organized, and efficient office environment through reception, communication, and coordination of supplies, mail, and other administrative needs.

Education & Experience.

• High school diploma or equivalent required; college-level coursework in business administration, human resources, or a related field preferred.
• One year of administrative support experience required; experience in human resources or a front-office environment preferred.
• Experience coordinating office or building operations preferred.

Certificates, Licenses, Registrations and/or Specialized Training

No additional certifications, licenses, registrations or specialized training are required.

Essential Job Duties      

• Enter employee information into the HR Information System (HRIS) and maintain accuracy of records and personnel files.
• Collect and organize forms and documentation from staff and managers.
• Prepare materials for HR and organizational events.
• Assist with tracking compliance items such as background checks, licenses, and training requirements.
• Maintain confidential employee records in accordance with policy and regulation.
• Assist the HR Generalist in coordinating and supporting new-hire orientation, including preparing onboarding materials, setting up meeting spaces, and ensuring all required documentation is complete.
• Provide general administrative support to the HR team, including scanning, filing, and preparing routine correspondence.
• Greet and direct staff, vendors, and visitors to appropriate locations; monitor the main entrance for safety and access control.
• Answer and transfer incoming calls, respond to messages, and return calls in a timely manner.
• Manage mail processing (incoming and outgoing), including stamping, routing, scanning, and FedEx shipments.
• Coordinate deliveries and vendor drop-offs; maintain a log of packages and pickups.
• Maintain the kitchen and shared spaces by starting coffee, loading/unloading the dishwasher, and monitoring supplies.
• Monitor mailroom, copy area, and supply stock; order office supplies and paper products as needed.
• Order agency business cards and name tags; coordinate distribution of access badges and keys.
• Schedule and support meeting room set-ups, including refreshments, equipment, and materials.
• Maintain organization of shared files, forms, and resource materials in the administrative office.
• Support agency-wide communications by posting notices and updates to bulletin boards or intranet pages.
• Provide back-up support for special events and projects hosted in the administrative office.
• Maintain and update contact lists, phone directories, and office calendars.
• Prepare and distribute agency-wide mailings and announcements as requested.
• Performs additional related duties as assigned to support departmental and organizational goals.

Knowledge, Skills, & Abilities

• Knowledge of basic HR and office administration principles and confidentiality standards.
• Knowledge of standard office equipment, telephone systems, and Microsoft Office applications.
• Skilled in data entry with attention to accuracy and timeliness.
• Skilled in verbal and written communication and maintaining a professional demeanor with staff and the public.
• Skilled in organization, multi-tasking, and time management in a busy office environment.
• Ability to handle sensitive information with discretion and adhere to confidentiality requirements.
• Ability to interact professionally with diverse individuals and work as a collaborative team member.
• Ability to prioritize tasks, adapt to changing needs, and respond to requests promptly.
• Ability to represent VOA Oregon positively to visitors and community partners.

Other Eligibility Requirements

• Must complete a criminal history background check and receive authorization from the State of Oregon's Background Check Unit.
• Must not be excluded from participation in federal healthcare programs, including but not limited to listings on the Office of Inspector General (OIG) List of Excluded Individuals/Entities and the System for Award Management (SAM) exclusion list.
• Must be legally authorized to work in the United States without sponsorship.

Travel Requirement

• This position does not require regular business travel. Occasional overnight travel may be necessary for training, meetings, or other business needs.

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Physical Demands & Work Environment

The physical demands described here must be met by an employee while performing the essential duties of this job. The employee is regularly required to sit for extended periods, use hands and fingers to operate a computer and other office equipment, and communicate effectively in person and by phone. The employee may occasionally be required to stand, walk, bend, and lift up to 25 pounds.

The work environment characteristics described here may be encountered by an employee while performing the essential duties of this job. The work is primarily performed in a professional office setting with frequent use of standard office equipment such as computers, phones, and printers. Occasional travel between program sites, partner sites, and to community meetings is required. The noise level is generally low to moderate. 

Individuals in this role must be able to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job.  They are not intended to be an exhaustive list of all responsibilities and activities required for this position.