Job Description| JOB TITLE | Human Resources Executive Assistant | REPORTS TO | Chief Operating Officer |
| STATUS | FT, Non-Exempt | WAGE RANGE | 16 (2024) |
| DEPARTMENT | Human Resources | WORK LOCATION | On-site (occasional travel as required) |
| POSITION PURPOSE |
| The Human Resources Executive Assistant is responsible for providing company-wide employee assistance and provides organizational oversight to a variety of HR programs. In this role, management of files, reporting, analysis, maintaining calendars and coordination of the HR workflow, create a foundation of success for the organization. |
| ESSENTIAL JOB RESPONSIBILITIES |
- Provide exemplary customer service to employees, applicants and external stakeholders; resolving issues by answering questions, providing information and referring them to appropriate staff as needed.
- Compile and maintain accurate HR electronic files for personnel records, correspondence, notes, reports, instructions, guidelines and similar material requiring timely retrieval and presentation.
- Prepares internal Human Resources action forms such as status change forms and follows through to ensure changes are made.
- Scheduling internal/external meetings and interviews which may include calendar sharing/delegation, being primary contact, organizing catering, and other coordination.
- Provide support for meetings, which contain discussions of multiple programs and complex issues with stakeholder impacts.
- Miscellaneous administrative support including managing inventory/ordering, conference rooms, etc.
- Participates and acts as a liaison between the organization and external benefit providers and employees when needed
- Clears HRinbox, answering, delegating and ensuring questions are responded to daily.
- Proofreads, types, and prepares documents, power-points and correspondences produced by departments.
- Processes required HRIS updates, paperwork and requisitions which include oversight of electronic documents and transfer of new hire information between recruitment, HRIS software and UH Drives.
- Reporting administration from HRIS such as attendance, new hire, compliance exclusion and turnover reports and special projects as needed.
- Ensures that Human Resources tracking spreadsheets are kept current.
- Assists with updates to the employee handbook and make policy updates and changes as requested.
- Maintain governmental records to include Annual EEOC and all HR required reporting.
- Assists with the administration of the HRIS (Namely) system. Including continually ensuring benefit forms and HR forms are up to date.
- Assists with the administration and training of Lattice (people management and success software).
- Assist with pre-hire screenings and processes ensuring; drug screens, background screens for providers, and all documents are filed appropriately.
- Assist in new hire onboarding as needed.
- Assist with employee termination processes (documentation, scheduling, emails, IT tickets, exit interviews) as needed.
- Assist with employment verifications and unemployment claims.
- Participates and assists both the Communications and Community Engagement teams with the planning of employee and community engagement events and recognition.
- Comply with organization’s internal policies and procedures, Code of Conduct, Compliance Plan, along with applicable Federal, State, and local regulations.
- Performs other related duties as assigned.
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| CHALLENGES |
- Working with a variety of personalities, maintaining a consistent and fair communication style.
- Satisfying the needs of a fast paced and challenging company.
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| QUALIFICATIONS |
Minimum Qualifications- High school diploma or equivalent required, Associate’s degree preferred.
- Three years of administrative or HR assistant experience and ability to multi-task.
- Ability to maintain confidential information.
- Excellent computer skills, including MS Office suite, and other media platforms.
- Excellent organizational skills and attention to detail.
- Knowledge of office management systems and procedures.
- Ability to operate general office equipment.
- Ability to communicate clearly, and directly.
- Excellent written and verbal communication skills.
- Experience working with HRIS platforms
- Must have a valid driver’s license.
- No suspension/exclusion/debarment from participation in federal health care programs (e.g. Medicare/Medicaid)
- Experience considering the impacts of the work on multiple communities, including communities of color, in technical analysis.
- Experience working on a diverse team with different communication styles.
- Bi-lingual translation or translation capabilities a plus.
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| PHYSICAL DEMANDS & WORK CONDITIONS |
- A typical office environment requires standing, sitting, walking, bending, and lifting to 25 plus pounds.
- Ability to travel and drive to in-person meetings or be on-site as required.
- May be exposed to patient and environment conditions such as unpleasant sights, smells and contagious diseases (clinic only).
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| EQUAL EMPLOYMENT OPPORTUNITY |
| UH is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. UH makes hiring decisions based solely on qualifications, merit, and business needs at the time. For more information, read through our EEO Policy. |
| JOB DESCRIPTION ACKNOWLEDGEMENT |
| I have reviewed the attached job description as outlined above and understand that I am responsible for all duties as outlined and other tasks as may be assigned. I understand that if I need accommodation to perform the essential functions of my job that I must contact my supervisor or Human Resources as soon as possible to begin an interactive process. |
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| Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. |
About Umpqua Health
At Umpqua Health, we're more than just a healthcare organization; we're a community-driven Coordinated Care Organization (CCO) committed to improving the health and well-being of individuals and families throughout our region. Umpqua Health serves Douglas County, Oregon, where we prioritize personalized care and innovative solutions to meet the diverse needs of our members. Our comprehensive services include primary care, specialty care, behavioral health services, and care coordination to ensure our members receive holistic, integrated healthcare. Our collaborative approach fosters a supportive environment where every team member plays a vital role in our mission to provide accessible, high-quality healthcare services. From preventative care to managing chronic conditions, we're dedicated to empowering healthier lives and building a stronger, healthier community together. Join us in making a difference at Umpqua Health.
Umpqua Health is an equal opportunity employer that embraces individuals from all backgrounds. We prohibit discrimination and harassment of any kind, ensuring that all employment decisions are based on qualifications, merit, and the needs of the business. Our dedication to fairness and equality extends to all aspects of employment, including hiring, training, promotion, and compensation, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected category under federal, state, or local law.