Human Resources/Executive Assistant

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Position Highlights

SUMMARY:   The Human Resources/Executive Assistant is responsible for preparing reports and presentations, answering phone calls, and taking meeting minutes. This position is responsible for coordinating projects and schedules that may involve working with all levels of internal management and staff. This position includes managing the CEO’s calendar, meetings, and travel. Provide clerical and secretarial support for the CEO/Administration. Human Resources responsibilities include maintaining files, licensure, certifications, and other employee information. Assisting with new hire Pre-Employment scheduling and paperwork, new employee Orientation, Benefits enrollment and management.

EDUCATION and/or EXPERIENCE:  Associate’s degree or equivalent from a two-year college or technical school; or 2-5 years related experience and/or training; or equivalent combination of education and experience required.

ESSENTIAL FUNCTIONS:

• Performs generalized duties including but not limited to transposing handwritten or verbal communication to typed format (i.e. correspondence, reports, charts, and minutes of meetings); editing and making copies of transposed information; collating and assembling reports and documents as needed. Completes these duties in an accurate and timely fashion.

• Maintains administrative filing system and can retrieve information upon request.

• Assist Administration with policy changes by typing updates, obtaining administrative approval, and distributing appropriately.

• Coordinates schedules and appointments. Schedules committee meetings and arranges for rooms and appropriate catering.

• Makes travel arrangements for Administration, including but not limited to obtaining tickets, making and confirming lodging, airline reservations, and car rentals.

• Open, review and distribute interoffice and external mail. Bring priority items to Administration's attention. Answer office phone, screen and direct calls in a professional and efficient manner.

• Schedule and greet office visitors.  May receive visits and calls regarding complaints or concerns which may be resolved directly or referred to the proper person for resolution. Determine and suggest appropriate referrals from knowledge gained in previous situations. Determine urgency of individual situation and need to interrupt appropriate administrative representative.

• Assists with the collection, analysis and maintenance of records as needed by Administration including quality, OSHA guidelines or other regulatory documents as may be required by the law.

• Attends meetings as required by Administration.  Participates on committees as directed.  May be assigned as support to operational committees. May be required to schedule meetings and serve as the recorder to the committee.

• Prepares necessary information and IT equipment for Board meetings including agenda, minutes and informational materials. Ensures proper notification of all Board meetings.  Prepares updates for bylaws, articles of incorporation and other legal documents in an accurate and timely manner.

• Communicate all Medical Staff meeting dates and miscellaneous information to the Medical Staff and other Staff (Dietary, Maintenance, IT, etc.).  Prepare and distribute monthly Medical Staff meeting Agendas and pertinent documents.  Transcribe minutes and maintain records of monthly meetings.

• Handle patient survey downloads and upload information to our survey vendor (Press Ganey).
  • Send SDS and ER patient surveys. 
  • Compile quarterly CQI reports.
• Maintain original contracts for the organization.
• Plan and record employee gifts for sympathy and births.
• Provides administrative assistance to Human Resources Manager.
• Prepares Pre-Employment and New Hire Paperwork, assembles Benefits Folders/First Day Folders
• Coordinate New Employee onboarding:
  • Coordinate post offer appointments.
  • Run background checks on prospective employees.
  • Assists with benefit enrollment for new employees, benefit vendor portal maintenance, and coordinating annual Open Enrollment.
  • Coordinates new employee orientation.
  • Completes I-9 Forms for new hires and maintains I-9 records.
  • Acquires references checks and processes employee background checks.
  • Create new employee badges.
• Prepare Family Medical Leave Act (FMLA) and disability paperwork for employees.
• Track employee licensure.
• Responsible for the administration of Cobra paperwork and tracking as needed.
• Prepare School to Career schedule with all departments for spring and fall semester.
• Oversees hospital Volunteers and ensures regular coverage.
• Other duties as assigned.