HR Administrative Coord

2 months ago

Chicago, United States Rush Full time
Location: Chicago, IL

Hospital: RUSH University Medical Center

Department: Human Resources

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)

Summary:
The Administrative Coordinator is central to many of the department wide activities, enabling efficient workflow and the achievement of department goals. With an understanding of the department's strategies and objectives, the HR Administrative Coordinator is a key to all aspects of office management and department coordination with minimal supervision. Exemplifies the Rush mission, vision and ICARE values and acts in accordance with Rush policies and procedures.

Other information:

Required Job Qualifications:
•Bachelor's degree.
•Three years of administrative experience.
•Excellent organization skills and strong oral and written communication skills.
•Proficient with Microsoft Office software.
•Flexibility and willingness to perform a variety of tasks.
•Ability to work independently and demonstrates the ability to work effectively with a diverse group of people.
•Ability to exercise judgment and discretion.
•Ability to maintain expected level of customer service.
•Ability to prioritize, multi-task, and re-prioritize using time management skills to expeditiously complete assignments and duties.

Preferred Job Qualifications:
•Experience in a Human resources Admin role

Responsibilities:
1. Provides coordination and administrative support to department, office, and staff. Tasks include monitoring shared email boxes, preparation and management of calendars and meeting requests, coordination/preparation of meeting agendas, materials, and minutes, and the development of PowerPoint presentations and Excel spreadsheet support. (25%)
2. Manages the unemployment process. Tasks include monitoring the shared mailbox, reaching out to clients and the Partner team to gather relevant information, owning the relationship with the unemployment vendor, and providing reporting and updates as necessary. (15%)
3. Facilitates New Employee Welcome at Rush Oak Park Hospital (ROPH) each week, including hospital tours. (10%)
4. Leads the annual organization-wide compliance processes for mandatory training, vaccination(s), and any other mandatory requirements. Prepares timelines, templates, and draft emails; reports on progress and provides updates to leadership. (10%)
5. Manages and orders supplies at all HR offices to ensure that the office is appropriately stocked, including office staples, technology, and any food orders as necessary. Tracks and manages invoices and receipts for all orders, purchases, and events. (5%)
6. Assists ELR team with monitoring of shared inbox; and with the scheduling of matters, including grievance hearings, arbitrations, contract negotiation meetings, and ADA interactive discussions, with employees, management, and/or Union representatives, when applicable. (5%)
7. Manages the submission of volunteer background checks. Tasks include ensuring correct consent documentation is on file, submitting the background check request, following up with any necessary information or questions, and responding to the volunteer office. (5%)
8. Assists as needed with the creation and administration of other HR processes, both within the department and across the organization. (5%)
9. Leads the coordination of any meetings or special events that the department undertakes, including organization-wide parties, employee appreciation activities, and other events. (5%)
10. Assists with the upkeep of the Competency library, coordinating communication requesting required updates, working with Compliance to update the system, and responding to questions or informational requests. (5%)
11. Coordinates with Environmental Services and other organization departments as needed to maintain a clean, safe, and pleasant office environment. (5%)
12. Proactively performs other duties as needed or assigned. (5%)

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

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