Administrative Coordinator

Department: Human Resources

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

Shift: Shift 1

Work Schedule: 8 Hr

Summary: The Administrative Coordinator will perform administrative duties under the general direction of the Director, Human Resources, including but not limited to data entry, developing, implementing, evaluating and maintaining department processes, programs and projects. Responsible for obtaining, analyzing and reporting human resources data designed to provide insight into, improve or evaluate Rush’s work environment and culture. Will also provide administrative support to the overall department and provide support to ensure hospital is in compliance with regulatory agencies and administrative duties as assigned. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Responsibilities: • Manages HR department’s various ongoing projects, including continually reviewing/identifying/implementing qualitative and process improvements. • Provides direct HR coordination and administrative support to Director, Human Resources and overall HR department (i.e., Employee Relations). Tasks will include data entry, management of calendars and meeting requests, coordination/preparation of meeting agendas and materials, the development of PowerPoint presentations and Excel spreadsheet support. • Develops, generates, and analyzes periodic and ad hoc reports from multiple HR systems and other information sources (i.e. mandatory compliance (LEAP), annual evaluations, monthly renewal notices for credentials, IDES, employee termination notice, etc.) and other data requests, as assigned. • Coordinates a variety of Rush education and development activities including maintaining master calendar of training activities, scheduling rooms and arranging catering needs, materials preparation and facilitator support as needed. • Coordinates training course evaluation process: intake, logging of feedback, and compilation of reports. • May serve as a receiving and triage point for a variety of sensitive/confidential matters, such as employee relations issues, corporate compliance issues, employee training and education matters, and communications with all levels of employee, including senior leadership. May be asked to track, initiate follow up, and report on specific issues. • Provides supportive coordination of organizational changes and reductions in force (RIFs), including continuing maintenance of RIF file folders (electronic and physical), coordination of follow up paperwork to Benefits, HRIS, payroll, and generating and distribution of ad hoc RIF reports. • Provides administrative support of labor/union relations such as maintaining tracking log of union information requests, scheduling labor management meetings, maintaining/distributing union steward contact list, distributing information on union bulletin boards, coordination of union dues processing. • Critically assesses and resolves fair treatment/grievance scheduling issues (procedural readiness, union steward/ assignments), including coordinating and scheduling next steps in the fair treatment/grievance process. • Provides program support and some event management for Rush’s recognition and employee activities and programs such as Annual Employee Service Awards, ROPH Holiday party, vendor events, etc. • Responsible for invoice tracking and payment for assigned departments and supports HR Director during the budgeting process. • Provides support to audit initiatives (i.e. performance evaluations, the Joint Commission, Illinois Dept. of Public Health, etc.) within Human Resources. • Provides administrative and content development support for the ROPH HR Intranet portal. • Acts as the administrator for assigning annual mandatory training to all employees and non-employees; deactivates online lessons account to all employees, non-employees and students. • Responsible for responding to unemployment claim notices by providing supporting documentation of termination of employment to IHA. Facilitates unemployment hearing for respective department manager and IHA. • Manages Wow award distribution for Rush Oak Park Hospital. • Completes other duties as assigned.

Other information: Required Job Qualifications: • Bachelor’s Degree. • Minimum two years of work related experience. • Candidates with college coursework in human resources and/or employee/labor relations experience preferred. Proficient knowledge of MS Office products. • Excellent verbal, written communication skills and organizational skills. • Excellent customer service skills. Critically thinking and problem solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities. • Excellent interpersonal relationship skills are required to interact with and influence a wide range of internal and external constituencies. • Excellent independent judgment and the ability to maintain a high level of integrity, discretion and confidentiality. • Ability to operate office equipment, multi-task, and manage multiple priorities effectively. • Sense of urgency around customer service to model behavior to others. • Ability and willingness to approach tasks with a spirit of collaboration in order to problem solve with peers and customers. • Is viewed by others as approachable, dependable and a self-starter. • Possesses and demonstrates the ability to quickly grasp the essence of an issue or problem and a curiosity to uncover facts. • Has the desire and ability to either build a long-lasting solution or to provide a quick fix, and the judgment and expertise to distinguish which is appropriate in the given circumstance.

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.