Boston Medical

POSITION SUMMARY:

Performs complex administrative duties in preparation and completion of all fiscal and administrative projects. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items. Serves as the resident expert on department policies & procedures.

Position: Senior Administrative Coordinator 

Department: Human Resources

Schedule: Full Time

General Functions

• Serves as the key support for the HR department ensuring the department operates in an effective, efficient, and professional manner. Provides administrative support for HR leadership team including calendar management and support and coverage to the CHRO as needed in the absence of the HR Executive Admin.
• Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns proactively and provides issue resolution.
• Acts as liaison between HR departments and makes independent decisions to ensure adherence to procedures. 
• Provides HR administrative support to the department(s), including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides. 
• Independently composes high level correspondence and documentation of professional quality. Edits and proofreads written materials as needed and verifies the validity of data for all documents and reports prior to submission/distribution. 
• Maintains departmental calendars as needed accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed).
• Prepares meeting agenda; prepares and distributes information packages required for meetings. Takes and prepares minutes of meetings as needed. Ensures that minutes and other written documents are professional and accurate.
• Makes registration and travel arrangements, including hotel reservations. Provides written itineraries for all travel plans.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Manages purchasing, invoices and accounts payable for the department. 
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Maintains the monthly schedule for department coverage. Maintains matrix of hours worked, leaves and vacation/sick time for the Department. Submits weekly timesheets to manager, and when authorized by the Director, submits timesheets to Payroll department.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

Departmental Services

• Provides day to day administrative support to HR department and HR Business Partners including but not limited to;
• Acting as a point of contact for escalated inquiries from the HR service center, managers and employees, liaises with HR centers of excellence (payroll, HRIS, benefits, absence management, etc.) to answer inquiries and resolve issues related to payroll, time and attendance, leave administration, HRIS systems, processes and policies.
• Accurately processes employee changes in Workday including promotions, transfers, salary adjustments, bonus payments and separations. Produces supporting documentation such as promotion letters.
• Coordinates employee separations with IT and Payroll. Ensures employees receive pertinent separation information.
• Assists with job description creation/updates and compensation market analysis process
• Assists with stay and exit interviews
• Responds to unemployment claims
• Works closely with the HR leadership team on various HR related projects and data requests including but not limited to;
• Coordination of employee engagement surveys including initial employee data collection/scrubbing/submission, dissemination of results to leaders and action planning process
• Provides support for the annual performance review program
• Working closely with Corporate Communications, coordinates annual service award and recognition programs.
• Responsible for planned and ad hoc reporting and analytics requests such as turnover, EEO, department specific headcount
• Routinely audits HRIS systems and reports to ensure data integrity
• Provides back up support to Talent Acquisition or other HR COE teams as needed.
• Perform other duties as assigned.

Cover Letter is strongly recommended with your application.

JOB REQUIREMENTS

EDUCATION:

HS/GED plus 7 + years relevant HR and/or administrative experience or

Associates plus 5+ years relevant HR and/or administrative experience or

Bachelors with at least 3 years relevant HR and/or administrative experience including at least 1 year of experience in an HR coordinator/specialist role

EXPERIENCE:

Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.

KNOWLEDGE AND SKILLS:

• Requires a significant level of analytical ability to develop and analyze budgets and to develop related justification.
• Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail.
• Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor for favorable "first impression".
• Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds, including influential people.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Experience with statistical analysis tools a plus.
• Excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Must be able to maintain strict protocols of all confidential or sensitive information

Equal Opportunity Employer/Disabled/Veterans