To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
Under the direction of the Manager, Employee Relations, performs diversified secretarial and administrative duties of a complex and highly confidential nature in support of the Employee Relations Department to ensure its effective and efficient operation in fulfilling departmental goals and objectives.
Responsibilities: 1. Performs assigned secretarial and administrative duties to ensure the efficient operation of the department. 1.1. Ensures timely response to employee and supervisors' questions and other issues; answers incoming calls and directs as appropriate to Manager; triages calls and directs urgent messages as appropriate. 1.2. Schedules appointments, meetings, training sessions, etc., coordinating room schedules and catering requests as necessary; ensures meeting participants are notified within acceptable time frames as observed by the Manager and departmental staff. 1.3. Types and proofreads all correspondence, memorandums, drafts, and final copy for reports, policies and special project materials within established time frames as designated by supervisor. Assists in secretarial support for the VP of Employee Relations and Director of Work Force Diversity as required. 1.4. Composes routine correspondence and makes editorial or grammatical suggestions when appropriate for all correspondence, and reports, etc., showing an attention for detail on an ongoing basis as observed by departmental staff. 1.5. Maintains daily appointment calendar for Employee Relations Manager, ensuring daily notification of changes in the schedule as observed by Manager. Prepares materials, agenda items as necessary; notifies of meeting location. 2. Performs assigned office administration duties to ensure the efficient operation of the department, reflecting a well organized and secure environment at all times, as observed by Supervisor. 2.1. Orders, expedites and distributes supplies and expense payments in accordance with established guidelines as designated by departmental staff as documented by requests, purchase orders and check requests. 2.2. Maintains work area and office equipment in a clean and orderly manner daily, initiating appropriate cleaning and repair requests upon notification to supervisor as observed by departmental staff. 2.3. Receives departmental visitors in a professional manner, projecting a positive image, with no variances in a review period, as observed by departmental/Human Resource staff. Supports employees who are upset or agitated and offers advice and comfort when possible. 2.4. Responsible for securely locking confidential data such as, but not limited to grievance reports, arbitration settlements, disciplinary documentation and departmental correspondence on a nightly basis, and when leaving the area for more than thirty (30) minutes, with no variances as observed by Manager, departmental and Human Resource staff in a review period. 3. Maintains departmental records to ensure expeditious retrieval and secure storage of information to facilitate the overall performance of departmental accountabilities. 3.1. Maintains current records management system on correspondence and disciplinary records in an organized and secure manner on an ongoing basis with no variances as observed by departmental staff. 3.2. Generates various designated reports on Employee Relations Activities, expenses, statistics and project tracking as requested by departmental staff within timeframes established by management/professional staff as observed by same. 3.3. Maintains departmental budget and updates at least once a month; expense reports are to be handled upon receipt for payment; maintains departmental personnel and payroll records once a week ensuring that appropriate forms are completed and authorized to comply with Hospital guidelines as observed by Manager. Also maintains the grievance log on a daily basis as observed by supervisor. 3.4. Participates in the design, update and generation of various reports, either as special projects or as ongoing administration such as negotiation planning including grievance and arbitration summaries and statistics within timeframes established by the supervisor, in addition to EEO statistical reports which are to be completed during the beginning of the fourth quarter of each year as observed by managerial/professional staff. 3.5. Maintains all Employee Relations departmental and hospital information confidentially at all times with no breach of security in either verbal or written form without any variances, as observed by departmental staff. 3.6. Responsible for coordination of the Camp Scholarship including distribution of information to departments, requests and distribution of checks to recipients, and associated duties on an annual basis as observed by manager. 3.7. Turns off computer displaying employee data prior to leaving the work area for any period of time with no variances as observed by departmental staff. 4. Provides and coordinates various Hospital related activities to enhance the overall work environment and employee climate. 4.1. Provides clerical support on as needed basis to the Mutual Respect Committee and Chairperson and assists in coordinating Mutual Respect Committee activities as required as observed by supervisor and Mutual Respect Staff. 4.2. Plans, organizes and follows through on all annual Recognition Day activities, including the Quarter Century Club, Service Awards, and Recognition Day Dinner. 4.3. Assists in identification, development, planning and implementation of recreational and social programs for Hospital employees such as, but not limited to, softball, various trips and other employee programs, including coordination of various tournaments with other hospitals as observed by supervisor and other Hospital staff. 5. Provides ongoing Employee Relations assistance to employees regarding Human Resource policies and procedures. 5.1. Explains the grievance procedure to employees in a courteous and professional manner upon request, with no variances as observed by departmental staff. 5.2. In a courteous and professional manner, provides explanation and other general guidance regarding Human Resource policies and procedures within established guidelines for review and update to facilitate the department's performance of accountabilities as observed by supervisor. 5.3. Maintains, updates and distributes Human Resource policies and procedures manual to appropriate Hospital personnel and maintains a listing of the distribution of such manuals. Responsible for initiating, and disseminating new and updated policies to appropriate Hospital personnel for review and update with a week of expiration of the policy or receipt of policy draft in accordance with established procedure as observed by Manager. 5.4. Meets with and provides additional support to employees who visit the Employee Relations Department to establish and maintain an effective working relationship for the purpose of expeditiously resolving complaints, encouraging confidence in the Hospital complaint procedure without any variances as observed by manager/Human Resource staff. 6. Contributes to the overall effective operation of the Human Resource Division to ensure quality service is provided while fostering collaboration among the Human Resource staff. 6.1. When required, provides back?up office management duties in a cooperative manner as observed by Human Resource departmental staff. 6.2. Participates in the orientation process of new employees according to an established schedule as noted by Manager. 6.3. When required, the employee is willing to work overtime or be flexible enough to adjust schedule 90% of the time to accommodate the workload ensuring that deadlines are met as observed by Manager. 6.4. Discusses and alerts Manager of problematic issues which impact on the department's performance or staff in a timely fashion without any variances.
High School Diploma supplemented by secretarial and/or business course work.
Two (2) to three (3) years secretarial or administrative assistant background involving heavy telephone and personal contact. Computer expertise with 2 to 3 years proficiency in word processing skills essential.
Excellent typing (60wpm), transcription and communication skills, both verbal and written. Ability to coordinate activities in a busy multifaceted office and interface effectively with all levels of Hospital personnel as well as outside vendors and other visitors.
Responsible for scheduling and planning own work based on established departmental guidelines including accountability for the timeliness and accuracy of own work. Provide ongoing administrative/secretarial support to the Employee Relations Managerial/Professional staff including the maintenance of highly confidential files. Responsible for budget upkeep. Provide clerical support to the Mutual Respect Committee.
Must ensure the confidentiality and security of all information. Ability to work under pressure and within established deadlines providing necessary administrative secretarial support to departmental staff ensuring accuracy and timeliness of work assignments. Must display well developed interpersonal skills due to the requirement to interface with all levels of Hospital personnel as well as vendors and other visitors. Assist in planning, developing and organizing various Employee Relations activities, including social events.