About this role
Administrative Duties
- Maintain office supplies and inventory of paper products; reorder as needed.
- Collate and distribute incoming/outgoing mail; manage and maintain postage meters.
- Maintain document retention systems in compliance with company policies.
- Coordinate catering and logistics for office meetings, board meetings, and company events.
- Handle light errands such as dry-cleaning drop-off and pick-up.
- Manage calendars, schedule meetings, and provide general administrative support to executives or departments.
- Update and maintain administrative policies and procedures as directed by the Director of Operations (DOO).
- Type provider letters and patient discharge letters as needed.
- Ensure front office and shared spaces are clean, organized, professional, and well-stocked.
- Greeting and assist visitors, answer phones, and handle general inquiries.
- Draft and distribute the monthly company newsletter; prepare employee birthday and anniversary cards.
- Answer patient phone calls and provide assistance as appropriate.
- Support organization and logistics of staff training classes and company events.
Human Resources Support
- Facilitate new employee onboarding: prepare onboarding packets, coordinate equipment, and schedule orientations.
- Maintain and update confidential employee records and files.
- Assist with administration of employee benefits, leave tracking, and compliance documentation.
- Support communication and updates related to employee handbooks and HR policies.
- Track and record employee time-off requests and maintain attendance logs.
- Coordinate and assist with employee engagement initiatives (e.g., events, recognitions, wellness programs).
- Ensure HR processes align with labor laws and internal policies under the guidance of DOO or HR.
- Conduct full onboarding for new hires, ensuring compliance and completion of all checklist items.
Recruiting Responsibilities
- Post job openings on job boards, websites, and social media platforms.
- Review resumes and screen potential candidates.
- Schedule and coordinate interviews with hiring managers and interview panels.
- Create new hire packets and assist with onboarding materials.
- Prepare letters, conduct reference checks, and manage documentation for new hires.
- Maintain the Applicant Tracking System (ATS) or shared recruitment tracking sheets.
- Communicate with candidates regarding interview logistics, application status, and next steps.
- Support employer branding and recruitment marketing efforts (e.g., job fairs, social media posts).
Marketing and Social Media
- Update and maintain company website content.
- Maintain and post weekly updates on company social media platforms.
- Keep Google business pages current for all providers.
Employee Relations & Engagement:
- Serve as a point of contact with employees, addressing basic HR-related inquiries and escalating issues as needed.
- Assist in organizing employee engagement activities, training sessions, and company events.
- Help foster a positive company culture by promoting employee wellness programs, recognition initiatives, and team-building activities.
- Support management in addressing employee concerns, conflicts, or performance issues by coordinating feedback sessions or meetings.
Compliance & Reporting:
- Ensure adherence to federal, state, and local labor laws, as well as company policies and procedures.
- Assist in the preparation and maintenance of compliance-related documentation and reports.
- Support annual audits and help with the preparation of documentation required for regulatory purposes.
Other Duties
- Assist team leaders with other projects assigned by supervisor.
- Perform other duties as assigned.
Qualifications
- Education : Bachelor’s degree in human resources, Business Administration, or a related field, or equivalent work experience.
- Experience : At least 2-3 years of experience in HR, recruitment, or administrative support.
- Skills :
Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HRIS software.
- Knowledge of HR policies, employment laws, and best practices.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong attention to detail and problem-solving skills.
Preferred Qualifications:
- SHRM-CP or PHR certification (or equivalent HR certification).
- Experience with applicant tracking systems (ATS) and HRIS platforms.
- Familiarity with labor laws, payroll processing, and benefits administration.
License/Certifications: See Preferred Qualifications
Language Skills: English required
Other Skills: Prior recruiting experience in a healthcare setting. Experience coordinating company events or executive meetings.
Expected Hours of Work: Monday thru Friday – 40 hours per week
Personal Protective Equipment: Must be able and willing to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
Supervisory Responsibility: None
Travel: To all offices as needed