A large part of business administration involves HR administration, which includes various administrative tasks of the HR department. The human resources administrator plays a key role in managing the administrative side of HR.
While the duties and responsibilities of HR administrators vary in different industries and organizations, the gist of the job remains the same.
In this article, we’ll take a closer look at the roles, duties, and abilities of a human resources administrator.
What Does a Human Resources Administrator Do – Typical Roles in Organizations
Most HR roles have clearly defined roles and career paths, such as human resources managers, human resources generalists, and HR assistants. Therefore, it’s easier to understand the HR manager job description, as opposed to understanding the role of a human resources administrator.
The reason for this is that each organization and industry utilities human resources administrator jobs differently. In the United States, differently sized companies develop varying roles and responsibilities in their HR administrator job description.
Most job postings list down simple administrative tasks, especially in larger organizations. However, small to medium-sized companies lay down a more definitive role for the job title.
Larger organizations tend to break down the human resources administrator role in sub-divisions, depending on a candidate’s specialization. For example, you may see job postings for an employee benefits administrator, an administrative assistant, payroll administrator, a data entry expert, and more.
In smaller organizations, all of those tasks come under the umbrella of a human resources administrator. It’s also why HR administrators in smaller organizations tend to get more exposure and work experience.
Technically, the human resources administrator role has less to do with human services and more to do with administration. It almost certainly involves the administration of company policies, evaluating employee relations, data management, and human resources management, along with the HR manager.
People often confuse an HR generalist with an HR administrator; however, they are different roles. HR generalists work with current employees and manage all people-related issues. HR administrators help the HR manager in daily tasks, process new hires, manage HR data, and HR data systems such as an HRIS.
Duties and Tasks
Each human resources administrator has different duties and responsibilities, depending on their industry and organization. Furthermore, it also depends on whether they’re working full-time or part-time. Most companies tend to list down all the immediate and potential duties of HR administrators so they can hire the most appropriate candidate.
In any case, the following duties and tasks are what the typical human resources administrator has to manage:
- Organizing and maintaining personnel records, entering new hire data, and updating any previous employees’ data.
- Updating internal HR databases; for example, entering sick leaves, maternity leaves, and more.
- Review, revise, and update company policies.
- Prepare various HR documents, including new hire guides, employment contracts, compensation lists, and more.
- Assist recruiters, talent acquisition teams, and other HR staff with activities, such as onboarding of new recruits.
- Be the first point of contact with external partners, such as insurance vendors, to ensure legal compliance.
- Answer any employee queries about people or HR-related issues, and help them resolve them internally, if possible.
- Create regular presentations and reports on HR metrics, such as turnover rates, retention rates, and more.
- Arrange any travel accommodations and take care of expense forms by communicating between departments.
- Help the payroll department by providing them with up-to-date information on all employees, including sick leaves, leaves of absence, overtime hours, work schedules, and more.
- Take an active part in HR projects, such as job fairs, recruitments rounds, and more.
- Manage and run the HRIS software of the organization, and make sure it’s updated.
- Assist the HR manager in managing and administrating the HR budget.
The duties listed above summarize the responsibilities of the average human resources administrator. However, organizations may include more duties that may or may not be part of an HR administrator’s basic job description.
Skills and Abilities
Human resources administrators can have varying levels of responsibilities and duties that require different skills and abilities. Some industries and organizations may require additional skills from an HR administrator, while others may consider it an entry-level position.
On average, the human resource department lists the following human resources administrator requirements.
- A bachelor’s degree in Human Resource Management (HRM) or in a related field where the candidate has majored in HR.
- Work experience as an HR administrator, HR administrative assistant, or in any related jobs.
- Proven experience with HR software, such as HRIS or HRMS.
- Working knowledge of basic computer programs, such as MS Office applications, including Microsoft Word, Excel, and PowerPoint, among others.
- Excellent knowledge of labor laws and compliance standards, such as the FMLA.
- Strong organizational and administrative skills, with the ability to prioritize certain tasks and projects appropriately.
- Great communication skills, along with complete knowledge of how to communicate through phone, email, internal memos, and more.
- Complete knowledge of job boards, HR processes, and recordkeeping.
- Ability to work as a team member, assisting other HR personnel with their tasks.
- Great problem-solving and analytical skills to manage daily administrative tasks.
The skills, requirements, and abilities listed above are, on average, what companies expect from an HR administrator. However, different sized organizations may require different skills, especially in different industries.
How to Become a Human Resources Administrator
According to Glassdoor, the average human resources administrator salaries in the US can be rounded up to $52,000. The typical range for the average salary is between $40,000 and $72,000, with the higher end being offered in cities such as New York and Los Angeles.
The HR administrator salary tends to vary depending on the region, industry, and organization you’re in. However, on average, smaller organizations tend to pay better than larger organizations.
The reason for that is that smaller organizations have a vaguer role for an HR administrator. They may end up with the duties and responsibilities of an HR generalist or an HR specialist, at times.
Meanwhile, larger organizations have very well-defined roles for HR administrators. In fact, they consider it a specialized role for different parts of the HR department, such as payroll, benefits, and more.
Therefore, becoming a human resources administrator in smaller organizations mostly requires you to have basic HR skills. However, for larger organizations, you may need to specialize in a specific department of HR.
It’s best to familiarize yourself with some HR resume example so you can be easily shortlisted in any organization. You can showcase your HR skills and specialization efforts afterward.
You should also consider doing HR certifications and courses, especially if it has been a while since you completed your degree. For example, working towards an SHRM certification (Society for Human Resource Management) can help you establish your career while increasing your knowledge of current HR practices.
Becoming a Great Human Resources Administrator
HR administrators play a critical role in a company, managing all essential HR administration tasks. They create a bridge of communication, information flow, and data management between the employees and the company.
Becoming a great human resources administrator is all about understanding the intricacies of data management. A habit of double-checking data accuracy, multitasking, and policy understanding go a long way. It’s also best to opt for HR courses and certifications to keep updated about the latest HR practices.
Most importantly, a great human resources administrator always works according to the industry and organization standards first.