Senior HR Operations Assistant

About the American College of Surgeons

The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 95,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.

Our Mission
The American College of Surgeons is dedicated to improving the care of the surgical patient and safeguarding standards of care in an optimal and ethical practice environment.

Our Vision
To create a healthcare landscape where surgeons thrive and every patient has access to and benefits from the highest standards of surgical care, driven by innovation, education, leadership, and trust.

Summary: The Senior Human Resources Operations Assistant supports the Human Resources department by providing a wide range of administrative and operational services while maintaining a high degree of confidentiality. This role directly supports HR leadership and indirectly the HR team by coordinating daily activities, maintaining accurate employee records, supporting HR systems, assisting with communications, onboarding, and reporting, and coordinating organization-wide employee training programs and events to support efficient HR operations and employee development.

This non-exempt position will report to the Chief Human Resource Officer in the Department of Human Resources. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote.

The anticipated salary range for this position is $68,484 - $73,000 on an hourly basis (commensurate with related experience).

Key Responsibilities:

Administrative and Executive Support

• Provide direct administrative support to HR leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, and correspondence.
• Maintain HR files, records, and documentation in accordance with organizational and document retention policies.
• Coordinate internal and external HR events and meetings, including conference room reservations, meeting set up, catering, supplies, logistics and external event participation.
  
  

HR Operations and Clerical Support

• Perform clerical duties such as answering phones, distributing mail, preparing documents and presentations, developing surveys and reporting, processing check requests, coding invoices, tracking expenses & budget details and maintaining supplies.
• Monitors and maintains the HR mailbox, ensuring follow-up with appropriate team members.
• Assemble new hire documents, complete I-9 verifications, and support employee transitions, including offboarding processes.
• Coordinate electronic and physical required postings and ensure ongoing compliance.
• Coordinate HR team meetings, agenda and invited guest speakers.
• Participates in ACS Active and facilitates Buddy program and events representing HR.
  
  

HRIS, Data Management, and Reporting

• Enter and maintain employee data in HRIS (UKG) and related systems; ensure accuracy and data integrity.
• Run reports and compile data for EEO, VETS-100, turnover reporting, budgeting, policy acknowledgements, organizational charts and other information as needed.
• Pull data and prepare reports in support of HR programs, audits, and leadership requests.
• Utilize other technology systems provided by the organization to facilitate work outcomes.
  
  

Communication and Content Coordination

• Coordinate HR weekly content for the intranet, digital signage, postings, and café displays, ensuring information is current and accessible.
• Draft and distribute HR communications, including memos, agendas, forms, letters, and all-employee announcements.
• Update the Employee Handbook and distribute policies as required.
  
  

Training Coordination

• Coordinate organization-wide employee training programs, including scheduling, communications, registration, materials, room or virtual meeting setup, and attendance tracking.
• Identify and assign employees to required or appropriate training programs based on role, organizational requirements, and direction from HR leadership.
• Administer and coordinate training through platforms and vendors such as LinkedIn Learning, including employee assignments, completion tracking, reminders, and recordkeeping.
• Organize, prepare, and help facilitate in-person and virtual training sessions, including Values, Orientation, Manager sessions, and annual harassment prevention & bystander training, and other organization-wide learning initiatives.
• Serve as a point of contact for employees and managers regarding training schedules, access, assignments, and completion requirements; troubleshoot routine issues and escalate as needed.
• Maintain accurate training records and prepare participation and completion reports to support compliance, program administration, and HR leadership needs.
• Assist with evaluating training participation, feedback and support updates to training materials, communications, and processes.

Required Education and/or Experience:

• Associate’s degree required; bachelor’s degree preferred. HR certifications such as a PHR or HR coursework a plus.
• 3 to 5 years of administrative experience, preferably in human resources or training coordination.
• Prior experience supporting HR operations, employee training, reporting, or HRIS (UKG) systems preferred.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Exposure to HR practices, labor laws, payroll, and employment regulations preferred.
• Strong organizational, time management, and attention-to-detail skills.
• Excellent written and verbal communication skills.
• Proficiency with numbers and budgets.
• Proficiency in Microsoft Office and business communication tools; HRIS and learning platform experience (e.g., UKG, LinkedIn Learning) a plus.
• Ability to work under pressure, meet deadlines, and follow detailed instructions accurately.

Comprehensive Benefits:
We’re committed to attracting and retaining top talent via valuable benefits!

• Vacation, personal, and sick hours including 13 paid holidays per year
• Tuition Reimbursement
• Medical—comprehensive coverage through BlueCross BlueShield
• Dental, Vision, and Prescription drug program
• 403(b) Matching Program
• Pension Plan
• Flexible Spending Medical/Dependent Care
• Employee Assistance Program
• Short Term/Long Term Disability
• Life Insurance
• Domestic Partner Coverage

The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruitment@facs.org or call (312) 202-5000 and let us know the nature of your request and your contact information.