Description

The Executive Administrative Assistant to the CHRO reports directly to the Chief Human Resource Officer. This position provides Executive administrative work directly related to the business operations of the Effingham Health System, in support of the Chief Human Resource Officer. The primary role of this position is to support Human Resources and Support Services Leadership in preparing and analyzing information relative to departmental functions and measurement of departmental effectiveness. The Executive Administrative Assistant is responsible for performing as the Human Resources Department liaison and communicates with EHS Leadership, medical staff, and outside agencies while maintaining total confidentiality. All duties are to be performed in accordance with The Joint Commission, federal, state, and local guidelines, organizational and departmental policies, and procedures.

STANDARDS OF PERFORMANCE

1. Assists the Chief Human Resources Officer in all departmental daily operations functions, which consist of a wide range of avenues, including, but not limited to: Being the “Gateway” to the CHRO by setting up and facilitating the administrative functions of meetings, projects, and any tasks assigned by HR Leadership.
2. Maintains the CHRO schedule, including day-to-day and long-term management of meetings, projects, and priorities.
3. Organizes, supports, and makes arrangements for departmental events on behalf of the CHRO.
4. Coordinates and manages all aspects of the student clinical rotation process and placement including but not limited to maintaining and updating school contract agreements/COI/OIG, etc. via MediTract, scheduling student intake via employee health, obtaining required documents and managing communication-related to clinical placement (notifications to students and preceptors, coordinating with faculty), new student general orientation, tracking of student rotation, and performing periodic student record audits.
5. HR Departmental Safety Champion, responsible for keeping the HR department motivated and advocating a positive approach to workplace health and safety by attending mandatory safety champion meetings, understanding workplace hazards, mitigating potential risks, and contributing insightful ideas to improve all departmental and organizational safety levels.
6. Reconciles credit card receipts and coordinates processing in collaboration with Accounts Payable. 
7. Ensures the Chief Human Resources Officer is prepared with all necessary materials and technology for presentations and meetings. 
8. Performs information research and data gathering in support of executive-level decisions and management processes.
9. Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines.
10. Provides administrative support for department meetings, including scheduling, invites, technological assistance, creating the agenda, and distributing meeting packets.
11. Coordinates and prepares panel interviews for Leadership and Physician vacancies (Book Hotel and Travel arrangements, Prepare Panelist Packets, schedule conference rooms, coordinate lunch arrangements, greet and escort candidates to Hiring Managers, SLT, ELT, and C-Suite, etc.).
12. Prepares various correspondence, memos, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation.
13. Prepares PowerPoint Presentations for regularly scheduled EHS Board of Directors, C-Suite, ELT, and SLT meetings by coordinating and collaborating with HR, Housekeeping, and Employee Health Team to gather analytical data.
14. Coordinates and schedules professional photoshoots for Executive Leadership and Physician staff. 
15. Initiates, organizes, maintains, and controls access to highly sensitive Leadership, Management, and direct hire Physician’s personnel files.
16. Assists in Performing personnel file audits to ensure all required employee documentation is collected and maintained according to regulatory compliance. 
17. Assists in Preparing Ad hoc reports supplying information on present employees, new hires, terminated employees, contractors, Students, and or Auxiliary as requested. 
18. Responsible for running the assigned staff list for monthly OIG (Office of Inspector General) exclusion database searches.
19. Primary backup for HR Assistant in their absence for front door coverage (i.e., Lunch, PTO, etc.)
20. Assists HR Team in Maintaining continued compliance of badge buddies (i.e., Patient Safety Goals, Hospital Measures, etc.) 
21. Assists in performing a monthly inventory of all office equipment and office supplies.
22. Organizes and maintains HR policies and procedures through SharePoint and updates to employee handbook as requested. 
23. Work closely with other Human Resources personnel to meet the needs of the Human Resources Department and the hospital by assisting with special projects and events, including, but not limited to, holiday celebrations, family fun days, Health Fairs, Galas, committees, employee service award banquets, etc., and perform other duties as assigned.
24. Other duties as assigned.

Requirements

Minimum Level of Education: High School Diploma Required. College coursework in Business Administration, Human Resource Management, Accounting/Finance, or a related field is preferred.

Formal Training: Basic knowledge of employment laws and practices. Human Resources training with strong interpersonal and critical thinking skills, sound judgment, and confidentiality. Previous experience in planning, organizing, implementing, facilitating, interviewing, counseling, and verbal and written communications. Experience in a HR Department Healthcare setting to include Joint Commission Survey activities preferred.

Licensure, Certification, Registration: None Required 

Work Experience: A minimum of two to five years of experience as an Executive Administrative Assistant, HR Coordinator/Assistant, or equivalent combination of experience and training is required. Significant experience in a responsible executive administrative assistant capacity (Hospital Industry preferred) and experience working in a fast-paced, rapidly changing, technology-driven environment is preferred.

Computer Skills: Advanced proficiency in Microsoft Word, Excel, PowerPoint