Job DetailsJob LocationHarwich Port Health Center - Harwich Port, MADescriptionPosition: Executive Administrative Assistant - Human ResourcesPrimary Location: Harwich PortEmployment Status: Full time / Non-exemptReports To: Human Resources DirectorDescription Updated: April 2023SummaryThe Executive Administrative Assistant is responsible for supporting Human Resources, specifically providing support on company wide projects and rollout, strategic planning implementation, support to the board, credentialing and privileging support, and some general office duties, which may include answering the telephone, greeting visitors. The Executive Administrative Assistant will report to the Director of Human Resources and the Human Resources Department. Essential Functions
- Provide administrative support primarily to the Human Resources Department, and to other departments as needed (only for project-based work).
- Serve as point of contact for employees by monitoring general HR inbox and telephone calls and handle routine questions. Responsible for directing employee to most-appropriate individual in or outside of Human Resources.
- Assist with project support on strategic planning at the direction of the Director of Human Resources.
- Assist with rolling out Human Resources initiatives and projects, at the direction of the Director of Human Resources.
- Serve as communications link between Human Resources Department and interagency representatives.
- Creation of employee identification badges as needed.
- Maintain and update the telephone directory on a monthly basis and distributes to all staff
- Assist with duties associated with new employee, intern, or residents. Including but not limited to: conducting reference checks, confirming education, and setting-up new hire orientation.
- Assist in scheduling interviews for potential candidates seeking employment.
- Maintain Human Resources records by updating employee records and scanning documents into employee records.
- Assist in preparation for onboarding new employees.
- Create and maintain Board Meeting notes and minutes.
- Provide administrative support to the board.
- Collect peer review evaluations and scan into appropriate employee file.
- Process expense reimbursements.
- Provide administrative duty support in anticipation of OCHS audits by outside entities, by various credentialing bodies.
- Assist with monitoring the outsourced credentialing process and ensure it is compliant with regulations and OCHS policies.
- Perform random audits of credentialing data.
- Follow up with providers or other employees for needed information for credentialing.
- Other duties and projects as assigned, both inside and outside of Human Resources.
- Adhere to OCHS policies and procedures.
- Travel infrequent but as required.
Core Competencies
- Functional knowledge
- Technical skills - computer (Microsoft Word, Excel, and Outlook)
- Problem solving
- Interaction and Collaboration
- Strong interpersonal skills with internal and external stakeholders
- Strengthening collaborative relationships
- Results and Detail-Oriented
- Thoroughness
- Accuracy
- Attention to detail
- Communication
- Excellent oral and written communication skills
- Excellent telephone skills
- Self-Management/Personal Skills
- Organization
- Self-motivation
- Detail-oriented
- Dependability
- Multi-tasking
- Resourcefulness
QualificationsRequired Qualifications, Education, and Experience
- High school diploma, or the equivalent
- Minimum of 2 years' of relevant experience.
Preferred Qualifications, Education, and Experience
Physical and Mental Job Requirements
- Use of and/or subject to:
- Vehicle
- Light equipment
- Computers/monitors
- Physical requirements:
- Occasional lifting/carrying up to 15lbs
- Occasional standing
- Frequent sitting
- Frequent handwriting and typing
- Frequent visual perception
- Frequent visual inspection
- Constant hearing
- Frequent speaking
- Mental requirements:
- Understand and apply routine verbal and/or written instructions
- Understand and apply non-routine verbal and/or written instructions
- Understand complex problems and collaborate to explore alternative solutions
- Organize actions to complete sequential and/or routine tasks
- Make decisions that have an impact on the immediate work unit's operations and/or services
- Make decisions that have significant impact on a department's credibility, operations, and/or services
- Communicate and exchange routine/basic information
- Memorization/concentration
- Learning/knowledge retention
- Preparing/analyzing numerical figures
- Emotional/behavioral self-regulation
- Interacting with others
Work Environment
- The functions of this role are conducted in an office environment.
Hours of Work
- This position is full-time, exempt
- Typically, full-time salaried employees work 40 hours, 8am-4:30pm Monday through Friday.
AAP/EEO StatementOuter Cape Health Services is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status, marital status, sexual orientation, gender identity and expression, disability or veteran status. Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.It is also the policy of OCHS to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements. Please inform us of any necessary accommodations required during the application process and/or at any time during employment.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.