Administrative Assistant - Human Resources at Ocean State Veterinary Specialists

Administrative Assistant – Human Resources

Ocean State Veterinary Specialists (OSVS) | East Greenwich, RI
A United Veterinary Care Partner Hospital

Ocean State Veterinary Specialists (OSVS), a leader in advanced veterinary care and part of the United Veterinary Care (UVC) network, is seeking a highly organized and dependable Administrative Assistant to support the day-to-day operations of our Administrative and Human Resources departments.

This position plays an essential role in ensuring the smooth and efficient functioning of administrative processes across the hospital. The successful candidate will be detail-oriented, proactive, and comfortable managing multiple priorities in a dynamic environment. The Administrative Assistant – Human Resources reports directly to the Hospital Manager.

Key Responsibilities

• Provide administrative and operational support to the HR and management teams, ensuring accuracy, confidentiality, and compliance.
• Perform data entry, auditing, and maintenance of spreadsheets used for payroll tracking, timekeeping, and reporting.
• Serve as backup for payroll processing and assist with pay adjustments, corrections, and verification of timekeeping data.
• Prepare and distribute biweekly payroll and attendance reports, including PTO summaries and overtime tracking.
• Act as a liaison between OSVS and UVC shared services teams (Payroll, HR, IT), submitting and monitoring service requests to ensure timely resolution.
• Maintain and update personnel files in accordance with confidentiality and record retention policies.
• Support the onboarding process by coordinating system setup, access credentials, badges, and orientation materials.
• Track and document professional licenses, continuing education, and credential renewals to ensure compliance with regulatory requirements.
• Coordinate and maintain documentation for employee injury and incident reporting in collaboration with HR and Risk Management.
• Reconcile credit card receipts and expense reports for hospital leadership.
• Manage office supply orders and assist with logistics for meetings, training sessions, and employee engagement events.
• Provide general administrative support to hospital leadership, including scheduling, communications, and preparation of meeting materials.
• Respond to staff inquiries with professionalism, discretion, and empathy, escalating issues appropriately.

Qualifications and Experience

• Minimum of 2 years of professional administrative experience, preferably within a medical, veterinary, or corporate office setting.
• Demonstrated reliability, accuracy, and attention to detail.
• Strong written and verbal communication skills, with a professional and polished demeanor.
• Proficiency in Microsoft Excel (including formulas, cross-sheet references, and data validation), as well as Word and Outlook.
• Willingness to learn new systems and software, including Ceridian Dayforce and other UVC platforms.
• Excellent organizational skills and the ability to prioritize and manage multiple tasks effectively.
• Sound judgment and discretion in handling confidential information.
• Previous experience in HR, payroll, or accounting is preferred.

Core Competencies

• Attitude: Demonstrates a positive, adaptable, and professional approach in all interactions.
• Judgment: Exercises sound decision-making and analytical skills based on experience and available information.
• Teamwork: Builds and maintains productive relationships with colleagues, fostering collaboration across departments.
• Results: Maintains focus on accuracy, efficiency, and continuous improvement in all areas of responsibility.

Why Join Ocean State Veterinary Specialists?

As part of United Veterinary Care, OSVS offers a collaborative and professional environment where every team member contributes to the hospital’s mission of delivering exceptional veterinary care. We are committed to operational excellence, professional development, and supporting the success of our team members at every level.

 Benefits and Perks (Full-Time)

• Employer-paid medical insurance premiums and deductible for employees
• Medical, Dental, and Vision insurance options
• 401K with company match after one year
• Complimentary $25,000 life insurance policy
• Personal pet discounts
• PTO and holiday pay
• Employee Assistance Program (EAP)
• On-site Veterinary Social Worker 

 To Apply:

Please submit your resume and detailed cover letter for consideration. Applications without a cover letter will not be reviewed.

United Veterinary Care provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.