Employee Support Specialist

Company Overview

Skin Solutions Dermatology is a patient-centered practice dedicated to delivering high-quality dermatologic care efficiently and compassionately. Committed to serving diverse communities, we prioritize compliance with healthcare regulations and uphold ethical standards to ensure all patients receive exceptional treatment regardless of background or location.

Job Overview

We are seeking a highly organized, trustworthy, and people-focused Employee Support Specialist to join our Administrative team. This full time position plays a key role in supporting our employees and Practice Administrator through employee administration, onboarding, training, compliance oversight, performance processes, employee relations, and day-to-day administrative coordination.

The ideal candidate is an excellent communicator who can handle confidential and sensitive employee matters with discretion, maintain exceptional attention to detail, and confidently manage multiple priorities in a fast-paced healthcare environment.

This is a hands-on hybrid position that works independently and in person, requiring travel to all clinics on an as needed basis. This role is for someone who enjoys helping employees, improving processes, ensuring compliance, and keeping important administrative functions organized and on schedule.

Responsibilities

• Employee Support & Administration
• Conduct in person new-hire orientation twice monthly and support a positive onboarding experience.

Employee Relations & Compliance

• Receive and appropriately address employee grievances and concerns.
• Conduct objective, confidential internal investigations and document findings.
• Manage unemployment claims, including gathering supporting documentation and participating in unemployment hearings as needed.
• Coordinate annual compliance training for all employees, including OSHA, Bloodborne Pathogens (BBP), and HIPAA-related training.
• Coordinate annual ergonomics education for new and existing work-from-home employees.
• Support organizational compliance with applicable employment laws and regulations, including:
• Americans with Disabilities Act (ADA)
• Equal Employment Opportunity requirements
• Employee Practices Liability Insurance (EPLI)
• Family and Medical Leave Act (FMLA)
• Workers' Compensation requirements
• Applicable federal and state employment regulations
• Coordinate EPLI-related internal investigations and compile detailed documentation for legal counsel when appropriate.
• Administer FMLA processes, communicating approved leave information including employee responsibility insurance payments to Accounting, tracking leave usage, and maintaining appropriate documentation.
• Coordinate Workers' Compensation information requests and provide required employee and incident information to the insurance carrier.
• Conduct annual reviews of compliance posters, provider biographies, contact information, and other required materials at all practice locations.

Performance, Marketing & Employee Engagement

• Review referral reports and coordinate quarterly Thank You Card distribution through an outside vendor.
• Oversee office television content and ensure provider information is added or removed as appropriate.
• Coordinate updates to in-office materials and holiday gifts with the Marketing team.
• Order approved marketing materials, including business cards, marketing baskets, promotional materials, sign holders, holiday gifts, and related items.
• Develop employee engagement initiatives around celebratory days and special events.
• Use internal communication systems to encourage employee participation and coordinate photos/content with Marketing for social media and other communications.
• Compile and submit applicable prior-year data to MGMA Analytics by the required January deadline.

Administrative Support to the Practice Administrator

• Coordinate annual surgical instrument inventory tracking with the appropriate Executive Team members.
• Review patch-test utilization by clinic over a six-month period and identify opportunities to adjust inventory of full patch-test sets.
• Review and prioritize incident reports upon receipt.
• Conduct appropriate incident investigations and maintain the Incident Report Tracker, with investigations completed within established timelines.
• Provide ongoing administrative and organizational support to the Practice Administrator as needed.
• Complete employee transfer and administrative checklists for all employee types.
• Maintain and update the Employee Handbook and ensure current versions are appropriately distributed and accessible.
• Manage employee policy updates, acknowledgements, FAQs, and homepage content within ADP.
• Coordinate the annual performance review process for hourly employees, including distributing questionnaires, compiling results, coordinating performance scores, preparing review letters, and maintaining completed documentation.
• Maintain the Perfect Attendance Tracker and coordinate with Accounting regarding applicable employee bonuses.
• Prepare the annual Attendance Tracker for the upcoming year.
• Direct employee benefits questions to the appropriate Employee Assistance Program resources.
• Investigate and resolve weekly insurance EDI discrepancies.
• Coordinate employee recognition and support initiatives, including birthday, get-well, new-baby, and sympathy cards.
• Coordinate annual employee flu vaccination sign-up and ordering.
• Assist with planning the annual Administrator Holiday & Gratitude Party.

What We're Looking For

The successful candidate will demonstrate:

• Exceptional interpersonal and communication skills with employees at all levels of the organization.
• Integrity and trustworthiness, particularly when handling confidential employee and compliance matters.
• Strong organizational skills and the ability to manage multiple deadlines and competing priorities.
• Exceptional attention to detail and accuracy.
• Strong judgment and professionalism when handling sensitive employee-relations issues.
• Ability to conduct objective investigations and maintain appropriate confidentiality.
• Strong written communication and documentation skills.
• Ability to work independently while collaborating effectively with leadership, Accounting, Marketing, insurance representatives, vendors, and employees.
• Comfort learning and using technology to improve administrative processes.
• A proactive, solutions-oriented approach to identifying and resolving problems.
• Ability to maintain composure and professionalism when handling challenging or sensitive situations.

Preferred Qualifications

• Previous experience in human resources, employee relations, compliance, healthcare administration, or a similar role.
• Experience working in a medical practice or healthcare organization.
• Familiarity with ADP or other HRIS/payroll systems.
• Knowledge of employment compliance requirements, including FMLA, ADA, EEOC, OSHA, HIPAA, Workers' Compensation, and EPLI.
• Experience handling employee investigations, unemployment claims, or leave administration.
• Strong proficiency with Microsoft Office, Google WorkSpace or comparable productivity software.

Why Join Us?

This position offers the opportunity to make a meaningful impact across the organization. The Employee Support Specialist serves as an important resource for employees and leadership while helping ensure that the practice operates in a compliant, organized, and employee-focused manner.

If you are someone who is organized, discreet, dependable, people-oriented, and passionate about creating efficient processes and a positive employee experience, we would love to hear from you.

Equal Opportunity Employer

We are committed to providing equal employment opportunities to all qualified applicants and maintaining a professional workplace where employees are treated with dignity and respect.

#INDP

Pay: $37,000.00 - $43,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Work Location: Hybrid remote in Franklin, TN 37067

Salary : $37,000 - $43,000