[Hiring] Administrative Assistant @Center for Wound Healing & Hyperbaric Me

Role Description

The Administrative Assistant (Part-Time) will be part of the HR & Training department, reporting to the HR & Training Manager. This role is responsible for supporting onboarding, HR records and compliance maintenance, training and learning management, employee engagement and culture, and general administrative support.

What You’ll be Doing:

• Coordinate credentialing setup for all new employees.
• Send welcome emails and distribute new hire surveys to support a positive onboarding experience.
• Collect and organize new hire training plan documents and upload completed records into ADP.
• Assist with virtual orientation meetings with new hires, which includes reviewing the new hire training plan, assisting with IT access set-up, and troubleshooting any issues that arise.
• Manage the 90-day review process, ensuring timely distribution and follow-up with supervisors.
• Maintain accurate employee credentialing records and perform quarterly audits of licenses and certifications.
• Track and document staff compliance requirements, including flu records, competencies, and other mandatory submissions.
• Upload and organize HR and training documents within ADP's Documents and Talent tabs.
• Conduct quarterly all-staff email audits to ensure directory accuracy.
• Assist with ADP's Learning Management System (LMS), including searching, assigning, and tracking course completions.
• Support the coordination and execution of internal training programs, including quarterly, safety, and harassment training.
• Provide staff with external training resources and assist with processing training agreements.
• Contribute to the development and maintenance of work instructions, policies, and procedures.
• Support retention initiatives and assist with wellness program activities and resources.
• Coordinate the Made My Day/Kudos recognition program, maintaining the tracker and submitting contributions to the company newsletter.
• Send monthly birthday emails to foster a positive and connected workplace culture.
• Process scrub orders and assist with eFax management to ensure timely and accurate communications.
• Assist the HR & Training team with additional projects, tasks, and initiatives as assigned.
• Provide responsive, professional support to staff and management, serving as a reliable resource within the HR & Training department.
• Maybe responsible for participating in the onboarding and training of new team members.
• Other duties as assigned.

Qualifications

• High school diploma or GED required.
• Minimum 2 years of experience in an administrative or similar support role.
• Experience using Microsoft Office (Outlook, Excel, PowerPoint, Word) required.
• Must be detail-oriented, highly organized, and able to accurately complete data entry and input tasks.
• Strong verbal and written communication skills.
• Ability to treat others with compassion and patience.
• Ability to work in a fast-paced team-oriented environment.
• Must possess excellent interpersonal skills.
• All employees are required to comply with HIPAA policies and procedures.

Requirements

• Associate’s degree in business, human resources, or related field preferred.
• Experience using SharePoint, OneDrive, and Canva highly preferred.
• Healthcare industry experience preferred.

Travel

• This position may require light ground and/or air travel.

Physical Demands

The physical demands described are representative of those that must be met by an Administrative Assistant (Part-Time) to successfully perform the essential competencies, duties, and requirements of this position. These include standing, walking, driving, lifting up to 50 pounds and sitting for extended periods of time and looking at a computer screen for extended periods of time. In addition, pushing, pulling, stooping, squatting and shifting heavy objects, as well as air travel, may be required. Employees should ask for assistance if needed.

Vaccination Policy

Employment with The Center for Wound Healing & Hyperbaric Medicine, LLC or NexGen Hyperbaric, LLC is contingent upon attesting to health clearance requirements, which include, but may not be limited to: evidence of vaccination for/immunity to Hepatitis B, Influenza (Flu), MMR (Measles, Mumps and Rubella) Varicella (Chickenpox), Tdap (Tetanus and Diphtheria), Tuberculosis (TB) testing. Additional vaccinations, proof of immunity, or documentation may be required. Employees are responsible to obtain all required documentation at the time of hire and as needed throughout their employment. Declination forms may be available for certain viruses/diseases. In some states, exemptions are available through an approval process for certain viruses/diseases.

Equal Employment Opportunity

The Center for Wound Healing & Hyperbaric Medicine, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. As an organization, we are committed to offering reasonable accommodation to job applicants with disabilities. If you need assistance or an accommodation due to disability, please contact us at [email protected].