HR Business Associate (hybrid)

Organization:

Bay Administration

Position Overview:

Serve as a multi-discipline resource, partnering with various team members to support HR service delivery by providing professional, analytical, and technical support to HR related project initiatives and in the interpretation and maintenance of HR policies, programs, and procedures. Activities and responsibilities may include, but is not limited to, processing employee-related transactions, indexing or scanning documents, performing basic auditing, initiating process for onboarding employees, and responding to escalated customer contact tickets.

This position will partner HR and Affiliate leadership team members, key project stakeholders, and employees. This individual will assist in the facilitation of the Position Review Committee and newly created requisition process work closely with affiliate hiring managers, recruitment, and HR, and partner on the internal aspects for completion of all regulatory required references for potential affiliate hires. This position provides on-boarding for out of scope programs.

This individual is responsible for the successful management of various HR projects, as well as, for analysis, routine and ad hoc reporting to support the decision-making functions of the affiliate leadership and senior management for HR and employment related projects/topics.

Job Description:

These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).

JOB ACCOUNTABILITIES:

Data Entry and Administrative support for the HR dept of an Affiliate / Function
• Provide administrative/clerical support to Human Resources Department and supports the day-to-day operation of the local human resources department in areas of recruiting, benefits, compensation, information systems, disability, Workers' Compensation, leaves of absence, recognition and rewards
• Central point of contact for HR Department for obtaining access, devices, tools and other peripherals procurements as needed for the department.
• Processes basic personnel action changes, ensuring changes are implemented timely and accurately and comply with laws and regulations, if applicable.
• Reviews employee data changes and follows-up with appropriate parties if information/data is missing.
• Verifies and audits data changes and makes appropriate corrections.
• Submits required paperwork to appropriate resource for processing & indexing into employee personnel file.
• Sorts and distributes non-imaged mail and documents
• Scans and indexes various types of documents.
• Posts and approve requisitions in recruiting system.
• Data input into HR tools
• Coordinates to produce and distribute mass mailings, ensuring necessary supply of envelopes and letterhead.
• Process tuition reimbursements, merit increases, incentive bonuses, service request, wage garnishments, legal documents, subpoenas, and unemployment claims and attend hearings as needed.
• Based on affiliate needs/requirements, amends/enhances existing policies and develops new policies according to established guidelines.
• Update and correct records.
• Researches and retrieves employee documents by request to meet audit requirements.
• Update email distribution lists on a regular basis.
• May act as safety officer for HR department. Attends safety meetings, maintains Material Safety Data Sheets (MSDS) records for the department, keeps department personnel informed as needed, participates in disaster drills, ensures new department employees have completed their safety checklist and orientation.


Customer service for general HR related questions
• Greets and assists employees and visitors, via telephone or in person, on a variety of Human Resources inquiries or transactions
• Answers general questions for clients; escalates more complex or urgent issues appropriately.
• Assists with responding to escalated customer contact tickets, or user acceptance testing and validation.
• Makes learning assignments and processes course completion data in learning management system.
• HR training on tools as required (end user training on how to use HR tools
• Accurately provides physician and management/staff with interpretation of all employment practices, policies, and procedures.
• Assist with investigative reports and responds to agency complaints.
• Assists in the development of formal and informal employee and management training sessions.
• Assists in providing guidance to employees out on leaves of absence; ensures appropriate laws are followed.
• Provides assistance in the form of guidance and counsel to all levels as well as management regarding interpretation and application of personnel policies/procedures, benefits, legal compliance, disciplinary actions and termination issues in an accurate and timely manner.
• Establishes and maintains supportive relationships with the key leaders across the organization, engendering personal and organizational trust.


Event Planning & Support
• Coordinates HR meetings for affiliate/functional team: Define and schedule all aspects of events such as scope, theme, communication, staffing, logistics, facilities, refreshments, AV equipment, etc.
• Responsible for creating and managing timeline activities for each event
• Creates, modifies and distributes agendas/programs to key presenters and attendees; takes minutes as required.
• Distributes and tracks attendee invitation/confirmation.
• Monitor the distribution of all event communications – ensuring all employees receive notification of events
• Manage and updates calendar (s) for work/hotel space as well as conference room reservation as applicable.
• Coordination of conference rooms and makes arrangements with presenting speakers, moderators, producers, and other training facilitation personnel as applicable.
• Update presentations and work with departments to ensure current information on presentation
• Ensures events are within budget; escalates appropriately when not. Tracks, maintain and allocate all training and event related expenses to the appropriate department, including final reconciliation of major events; submit invoices to appropriate resource for processing, approvals and payments consistently and timely.
• Produces & deploys post event survey to all participants.
• Develops and implements strategies for improving event effectiveness and participation based on statistical results from evaluations, surveys, and feedback from attendees.


Specific Events may include:
• New Employee Orientation (NEO)
• Review new onboarding spreadsheet for prospective employees.
• Prepare new hire packets, review and ensure current information is provided to new employees.
• New Employee Onboarding Tasks:
• Assists with new hire paperwork for new employees, verifies I-9 documentation, obtain legal documentation for employee name change, licensure and certifications.
• Receives approved Meal Period Waivers and Department Orientation and Safety Checklist and scans into ePR.
• Takes photos of new employees, prints ID badges and enter timekeeping information


Annual Service Award / Employee Recognition events:
• Supports employee events such as annual employee recognition programs.
• Assists in planning annual award dinners.
• Verifies employee’s anniversary date and escalate questions to Shared Services for research.
• Validating, ordering and distributing of recognition/service rewards


Influenza Vaccination Clinics
• HR lead for the organizing & initial setup, delivery, and post mortem of hosting on-site flu shot clinics

Project and Cyclical work Support
• Leads, facilitates and manages affiliate HR and employment related projects as assigned
• Manage projects that require the interaction of different departments that have a direct impact on the achievement of key initiatives
• Develops and maintains project infrastructure, produces project plans, meeting agenda, meeting minutes, and oversees the recording and follow up on action items. Reports out on project milestones & deliverables.
• Partners with stakeholders in identifying, prioritizing and implementing key HR project plans to achieve objectives
• Guides and advises managers to utilize HR tools and technology for recruitment and retention processes and vendor management program
• Design, improve and own accountability for affiliate-related HR processes and policies
• Assist with HR related duties that are considered retained work
• Assists with the coordination and delivery of cyclical projects
• Assist management in creating and implementing department specific action plans for improving workplace, employee engagement and patient and employee satisfaction based on Experience of Work (EOW) results, employee relations audit and other sources of data.
• Assist with thorough investigations of employee/ management issues/complaints and external agency complaints and responds within a reasonable time and in accordance with all policy/procedural guidelines and agency deadlines.
• Management of Employee Referral Program (as applicable by each Affiliate)


Communications, Reporting, & Analytics
• Produces reports using approved tools & resources as needed
• Provides analysis of information by consolidating and presenting common themes and using Microsoft Office tools in displaying such.
• Helps coordination and support the training of new staff; provides mentorship as appropriate.
• Analyzes trends and operations to evaluate elements of successful recruitment and retention programs and translate findings into programs
• Create reports monthly and/or as needed for leadership as it pertains to retention, recruitment, and data trends
• Communication with key stakeholders, executives, and operational personnel
• Assimilate and communicate individual reports and success to various audiences ranging from 1:1 to wide audiences
• Develop oral and written reports to address outcomes of implementation with operational staff.
• Demonstrate positive interpersonal skills in dealing with all internal and external customers and ensures a high degree of responsiveness both within and outside the organization.



EDUCATION:

Bachelor's or equivalent education/experience



TYPICAL EXPERIENCE:

2 years recent relevant experience

SKILLS AND KNOWLEDGE:

Ability to read, comprehend, and apply policies and procedures.

Ability to learn and understand new processes, concepts or skills quickly.

Demonstrates initiative in providing feedback/input to improve workflow/processes.

Ability to use keyboard by touch to input alphanumeric data for extended periods.

Ability to sort and file documents in alphabetical, numerical or color code system order.

Ability to communicate through verbal and written means, and to understand and follow verbal and

Organization skills and attention to details.

Displays a customer service focus in all decisions and actions.

Ability to prioritize workload to complete assignments accurately and timely

Ability to interact and maintain effective working relationships with those contacted in the performance of required duties.

Demonstrates respect for cultural and linguistic differences and promotes an inclusive work environment.

Ability to work effectively in a dynamic and fast-paced environment with changing business priorities.

Ability to maintain and work discreetly with confidential information.

Ability to use essential applications and/or databases associated with the role’s duties and responsibilities.
Pay Range: $36.00 - $54.0

Job Shift:

Days

Schedule:

Full Time

Shift Hours:

8

Days of the Week:

Friday, Monday, Thursday, Tuesday, Wednesday

Weekend Requirements:

None

Benefits:

Yes

Unions:

No

Position Status:

Non-Exempt

Weekly Hours:

40

Employee Status:

Regular

Number of Openings:

1

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Pay Range is $35.99 to $53.99 / hour

Salary : $36 - $54