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Coordinates and performs administrative functions to assist Medical Directors and Senior Management in the development and maintenance of the Fellowship Program. As the Human Resource Assistant will perform administrative tasks and services to support effective and efficient operations of the organization’s Human Resource Department.
Coordinate and support onboarding of each incoming fellow class by preparing contract requests, completing status check-ins, communicating with fellows, etc.
Coordinate and support fellow interviews and applications by communicating with applicants, tracking applicant status and documents, providing updates to the directors, coordinating interviews, etc.
Coordinate and schedule fellow orientation week including coordination and scheduling of presenters, reservations of required space, ordering of meals and supplies, etc.
Serve as administrator for fellow evaluation platform. Compile, prepare and send attending feedback biannually.
Coordinate and support fellow graduation and tracking requirements by preparing quarterly billing reports, updating tracking documents, providing communications and reminders to the fellows, etc.
Work with fellowship director to create and share the fellow schedule including educating the fellows, tracking schedule counts, communicating and coordinating with clinic coordinators and site medical directors, etc.
Work with the fellowship director to submit an annual budget, track spending, and submit receipts for reimbursement.
Provide support to the PCH service chief including monthly meeting reminders and minutes, OB director hours submittal, WSMC microscope competencies, etc.
Work with fellowship director to prepare and submit requested fellowship verifications.
Monitor and update alumni information including updates to the website and alumni database.
Provide support to the fellowship directors, including leading the monthly fellowship administrative meeting with the directors, meeting with directors for weekly check-ins and working meetings, etc.
Answers incoming HR Department telephone and directs calls as appropriate.
Maintains all PCC evaluation tools and metrics for each job title to ensure all job requirements are reflected accurately as directed by HRD as needed.
Prepares New Employee Orientation (NEO) handouts and schedules NEO accordingly.
Maintains PCCs master staff tracking list of required documents via Paycom.
Prepares monthly reports and Human Resources Department statistics for HRDs review.
Assists with Occupational Health RN to ensure pre-employment physicals and drug screening results are received timely.
Maintains accurate and up-to-date human resource files, records, and documentation.
Answers to frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refer more complex questions to appropriate senior-level HR staff or management.
Maintains the integrity and confidentiality of human resource files and records.
Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
Provides clerical support to the HR department.
Assists with new hire orientation
Basic Qualifications:
Associate Degree in a related field required
Bachelor of Science in related field preferred.
Proficient in MS Office Business Applications including Outlook, Word, PowerPoint, and Excel.
3-5 years of experience providing administrative support to department heads preferably in a healthcare setting.
Proficient to handle a large number of administrative duties in a fast-paced setting.
Aptitude to develop letters, memoranda, reports, board and committee minutes, agendas, correspondence, coordinate and schedule meetings, etc.
Ability to establish and maintain effective working relationships with executive leadership, senior management team, providers, department heads, and co-workers.
Capability to communicate effectively orally and in writing.
Talent to function independently works under pressure, and prioritize multiple projects while maintaining all required deadlines.
Associate Degree in a related field required
Bachelor of Science in related field preferred.
Proficient in MS Office Business Applications to include: Outlook, Word, PowerPoint, and Excel.
3-5 year experience providing administrative support to department head preferably in a healthcare setting.
Proficient to handle a large number of administrative duties in a fast-paced setting.
Aptitude to develop letters, memoranda, reports, board and committee minutes, agendas, correspondence, coordinate and schedule meetings, etc.
Ability to establish and maintain effective working relationships with executive leadership, senior management team, providers, department heads and co-workers.
Capability to communicate effectively orally and in writing.
Talent to function independently, works under pressure, and prioritize multiple projects while maintaining all required deadlines.
