Equine HR Assistant

Job Title: Student Programs Assistant

FLSA Status: Non-Exempt

Department: Main Office/Human Resources

Schedule: Monday – Friday, full-time; overtime as directed.

Essential Responsibilities and Essential Functions include the following. Other duties may be assigned. 

Responsibilities

• Externship Program:
• Coordinate externship process by reviewing applications, booking, email confirmation/correspondence, and creating rotation schedules through departments with doctors
• Facilitate communications with doctors regarding extern placement, introduction, and post-externship evaluations
• Conduct extern orientation including name badge, tour, schedule, and introductions
• Coordinate housing assignments including maintaining dorm rooms and alternate housing options
• Assist with providing shadowing opportunities to partner organizations (such as KEMI)
• Facilitate externship to internship pipeline including providing information about internship opportunities to extern, garnering externship evaluations, and identifying potential intern applicants
• Support in training managers and supervisors on the extern program
• Serve as primary point of contact for all extern-related matters
• Graduate Internship and Fellowship Program:
• Assist with key intern and fellow events and activities such as orientation, CE / practice rounds, Defender Student Diner, OEPS, etc.
• Assist with creation of intern materials such as job postings or other recruiting materials, picture displays/welcome announcements
• Assistant in intern/fellowship communications, directing to appropriate individuals if necessary
• Support management of off-site housing
• Undergraduate Internship Program:
• Schedule and conduct intern interviews
• Support intern recruiting activities such as campus visits, job fairs/recruiting events, and other opportunities to increase candidate pipeline
• Maintain list of campus contacts and assist with communications 
• Support in creating and sending intern evaluations
• Assist with intern engagement activities
• HR Communication:
• Proactively answer employee questions, concerns, or issues, directing to appropriate individuals if necessary
• Support with HR administrative activities such as logowear program and badges
• Assist with licensure and membership renewals
• Assist with general practice recruiting and employee appreciation events as needed
• Assist with and provide tours of the Hagyard campus
• Complete other HR projects and initiatives as applicable

Performance Expectations

• Professional demeanor.
• Respects confidentiality of employee personal information as well as company proprietary information.
• Strong oral communication skills.
• Strong customer service skills.
• Strong computer skills.
• Detail oriented and able to take directions.
• Organized, dedicated, friendly and responsible.
• Punctual and low absenteeism.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience, and Skills

• Strong interest in equine care or equine veterinary medicine. Prior experience, personally or professionally in the equine industry
• Prior experience in HR, office administration, customer service or other related role
• Excellent organizational, time management, and communication skills. Able to work professionally with multiple levels of an organization
• Bachelor’s degree in business administration, HR, equine business, equine science, or other relevant field or equivalent experience

Language Ability:

Ability to read, analyze, and interpret general technical procedures.  Ability to write/document technical information and procedure manuals.  Ability to effectively present information and respond to questions from doctors, and staff.

Math Ability:

Ability to apply simple math formulas.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have working knowledge of Microsoft Word, Excel, and PowerPoint, Adobe Acrobat, and keyboarding skills.

Certificates and Licenses:

No certification required

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to sit, walk, and stand for long periods of time.
• Repetitive use of hands and fingers.
• Must be able to sit/stand in front of a computer for extended periods of time.
• Must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds and occasionally exert up to fifty pounds of force.

Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources