The HR Manager is responsible for the day-to-day coordination and management of the HR Department and providing support for management and employees of the organization in the areas of Recruitment; Hiring & Onboarding; Record-keeping, Credentialing; HR Reporting; Benefits Administration; Employee Communications & Recognition; Employee Relations; Time & Attendance; Leave Administration; Payroll, Compensation & Performance Management; and Disciplinary and Termination actions.
Responsibilities:
- Creates, updates, and completes New Hire Checklist and Employee Files, both hard copy and electronic.
- Facilitates the Credentialing process (see section below).
- Distributes "Welcome" communications, onboarding, and information requests to new hires.
- Prepares and distributes New Hire Notices.
- Coordinates Pre-Hire Drug Screens, Titers & Physicals for clinical staff and oversees communication of results.
- Prepares onboarding schedules (coordinates with Hiring Manager), packets and coordinates locations and meeting set up where needed.
- Conducts HR onboarding for new hires and ensures completion of new hire packet with employee.
- Ensures completion of Mandated Reporter Training.
- Trains new hires on Payroll system access and use.
- Updates Org Chart and Staff Directory
Recordkeeping, Credentialing & Reporting:
- Establishes standard set-up for employee filing, both electronic and any hard copy files needed (minimal) and keeps files up to date.
- Supports the credentialing process for providers and other licensed staff by working with the Credentialing vendor to notify and follow up with employees for whom credentialing is required; and ensures organization properly maintains all required documentation.
- Runs and analyzes HR and Payroll reporting from ADP as requested.
- Employee Communications and Recognition
- Communicates new and updated employment-related policies.
- Updates the Employee Handbook.
- Creates and maintains the employee recognition program.
- Coordinates publication of the monthly employee newsletter.
- Determines documentation to be uploaded to staff and supervisor folders.
Employee Relations:
- Answers employee questions regarding policies and other issues.
- Resolves conflicts between staff and staff/supervisors.
- Conducts intake for employee grievances and complaints.
- Conducts workplace investigations.
- Advises Supervisors on appropriate handling of employee issues and disciplinary situations.
Attendance & Leave of Absence Administration:
- Monitors attendance and approvals for PTO in the system.
- Handles attendance related disciplinary issues and documentation.
- Ensures set up of appropriate level of accruals for PTO, CME-PTO and Leave banks.
- Handles intake, administration, approvals, disposition and tracking of LOA/Extended Leave requests.
- Handles administration and approvals for Military Leaves, Jury Duty, and Bereavement requests.
- Prepares annual benefits census.
- Prepares documentation needed for discrimination testing needed for insurance and retirement plans.
- Enters enrollments, qualifying events, and terminations into the various insurance sites.
- Administers enrollment and terminations for the 401(k) plan in the system and coordinates payroll adjustments in conjunction with the Payroll Coordinator.
- Sends termination notifications to COBRA vendor and coordinates terminations on the insurance sites.
- Handles benefit questions from staff.
- Coordinates open enrollment process and communication.
- Payroll & Compensation Administration
- Verifies payroll bi-weekly.
- Oversees processing and entry of Compensation changes.
Performance Management:
- Communicates schedule and coordinates training for supervisors.
- Communicates rollout information, annually
- Monitors deadline compliance for submission of signed forms.
- Coordinates Employee Recognition programs.
- Ensures approvals in place for involuntary terminations.
- Processes resignations and documentation.
- Reviews file and documentation to prepare for unemployment response, if needed.
- Prepares separation paperwork for exit meetings.
- Conducts Exit Interviews for voluntary terminations.
- Processes offboarding in systems.
Education:
- Bachelor’s degree in human resources related field strongly preferred.
- Five (5)+ years of progressively responsible experience in HR; 3+ years of HR experience in a healthcare environment, 2+ years of HR Management experience. FQHC experience a plus.
Skills:
- Exceptional written and verbal communication skills.
- Skill in exercising a high degree of initiative, judgment, discretion, and decision-making to manage Human Resources in a healthcare practice.
- Skill in organizing work, delegating and achieving goals and objectives
- Skill in establishing and maintaining effective working relationships with colleagues, physicians, management staff and patients.
- Excellent interpersonal skills, as well as critical thinking skills, the ability to handle stressful situations, the capacity to function independently and the ability to document meticulously.
- Strong process improvement skills and ability to understand clinic functions and department interactions.
- Proficient with office technology and equipment, including computers, copiers, scanners, fax machines, and phone systems, as well as MS Excel/Word/Outlook and HR information, payroll, and benefit systems.
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