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.
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

Open roles (1)