Northern Light Eastern Maine Medical Center

Department: Nursing and Clinical Education

Position is located: Northern Light Eastern Maine Medical Center

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 7:00 AM to 3:30 PM

Summary:

The HR and Education Coordinator supports the day-to-day operations of the Human Resources and Education initial education, onboarding and ongoing local employee support functions. Responsible for administrative and project-oriented duties. Duties include scheduling rooms, the preparation of orientation materials, managing phone calls, entering employee data into database, creation of employee profiles in HealthStream, ensuring ongoing compliance with education and other annual requirements, filing, ordering and stocking supplies, assisting employees, and maintaining the orderly operation of the HR department. Perform any duties and/or responsibilities assigned by Director or Manager for which they are qualified to perform.

Responsibilities:

• Responsible for the onboarding process for new hires, travelers, students, etc. Tracks status of candidates from Talent and communicates to various other departments onboarding timeframes and coordinates weekly onboarding process.

• Acts as the EMMC HealthStream Administrator, assigning modules to all new staff, troubleshooting module issues as they arise, and assisting in the creation of any additional module requests throughout the year.

• Acts as a liaison for the HR and Education departments, to include answering and directing phone calls, monitoring the general email inbox, and answering all hospital education and HR concerns and service requests. Handles incoming calls appropriately, providing a system of responding effectively with respect and courtesy.

• Develops cooperative constructive working relationships with coworkers, superiors, and customers. Deals with others in a sensitive, tactful, and courteous manner. Must be very understanding to customer’s needs and provides excellent customer service.

• Enters employee educational data into HealthStream and provides employees with educational transcripts upon request.

• Ensures that all customers (staff, providers, community members) are treated courteously both over the phone and upon arrival.

• Demonstrates flexibility/adaptability to change. Accepts new assignments and changing responsibility in job assignments. Adapt readily to policy and procedure changes.

• Demonstrates continuous cooperativeness with other departments and internal and external customers.

• Demonstrates ability to multi-task and prioritize important functions. Complete work received/required on the shift and proactively communicates with supervision around work left undone.

• Creates and maintains clerical records related to new hire filing maintenance, information retrieval, office documentation, and confidential data management. Coordinates records storage in compliance with records retention policy. Sort and organize employee materials to personnel files.

• Completes Forms I-9, verifies I-9 documentation and maintains I-9 files.

• Complies with policies related to confidentiality, i.e., sending/receiving employee information and screening phone calls and inquiries.

• Maintains appropriate supply and storage of HR forms and office supplies, to include ordering all needed supplies through the Lawson and WB Mason systems.

• Coordinates new hire orientation. Prepares and updates orientation calendars on a yearly basis. Notifies all orientation presenters with monthly updated and current orientation schedules.

• Responsible for maintenance of the HR Investigations Tracker. Also, types/transcribes correspondence, reports, minutes and statistical reports accurately and in a timely fashion.

• Handles all accounts payable matters, to include submitting and maintaining records of conference requests, reimbursements, and office orders.

• Retrieves, sorts and distributes department mail efficiently and promptly.

• Makes photocopies; mails, scans and emails documents; and performs other clerical functions.

• Coordinates calls, paperwork, and requisitions for repairs requiring attention.

• Ensures that requests for information are handled promptly and effectively.

• Assist in maintaining a work environment free from recognized hazards that create a risk of injury to employees, patients or visitors and that all accidents and incidents are reported by employees and properly investigated. When appropriate, assist with the return of all workers with work-related injuries and illnesses to gainful employment.

• Schedules room requests as they arise and for each new year.

• Generates reports as needed.

• Other duties as assigned.

Other Information:

• Familiarity with Human Resources and Educational Onboarding Processes strongly desired.

• High level of organizational skills required.

• High level of customer service towards healthcare workers, including Nurses, Physicians and Staff.

• This position will be responsible for balancing incoming information from multiple sources and ensuring that it is appropriately directed in a timely manner if it is not within their scope of authority.

Competencies and Skills

• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.

• Acts Strategically: Creates effective plans that anticipate future consequences and opportunities and is able to connect the day to day operations to longer-term objectives, shifts in the industry, and system goals.

• Adobe Acrobat

• Applies Business Acumen:Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals. Recognizes opportunities for new services and products and acts accordingly, taking measured risks into consideration. Possesses a thorough knowledge of their field and independently carries out their work in accordance with professional standards of the profession.

• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.

• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.

• Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.

• Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.

• Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.

• Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.

• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.

• Experience supporting hardware including computers, laptops, network devices and telephones.

• Human Capital, Supply Chain and Financial Software.

• Database management application with the ability to create and maintain tables, develop forms and deliver reporting.

• Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming.

• Word processing, spreadsheets, data entry, database experience and other computer related skills.

• Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing.

• Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects.

• MS Teams

• Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques.

• Multi-line Phone

• OneNote

• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

• Resolves Conflict: Promptly acts to find alternatives/solutions when team members disagree. Addresses issues in a direct, honest, and appropriate manner. Handles conflicting interests diplomatically and helps to solve them. Transforms difficult situations into teachable moments using respect and accountability .

• Seeks Process Improvement & Applies System Thinking: Possesses and gains insight into situations, problems and processes. Understands the interconnection between organizational elements. Deconstructs problems and systematically investigates the various components. Considers the impact of actions on the entire process/system. Detects problems and opportunities, recognizes important information, and links various data to trace potential causes and relevant details.

• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.

• Experience supporting software issues that includes remote troubleshooting capabilities and installation assistance.

• Troubleshooting

• Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.

• Zoom

Education

• Required High School Diploma/General Educational Development (GED)

Working Conditions

• Potential exposure to abusive and/or aggressive people.

• Work with computers, typing, reading or writing.

• Prolonged periods of sitting.

• Lifting, moving and loading less than 20 pounds.

Position HR & Education CoordinatorLocation Req ID null