Human Resources & Executive Support Specialist

Are you an organized, people-focused professional who enjoys supporting both employees and leadership? Destiny Springs Healthcare is looking for a Human Resources Specialist to play an important role in recruitment, onboarding, employee engagement, HR operations, and limited executive administrative support for the CEO. This is a great opportunity for someone who can manage details, protect confidentiality, and help keep important people-focused processes moving forward.

JOB SUMMARY:

The Human Resources & Executive Support Specialist serves in a split role supporting the Human Resources Department and providing assigned administrative support to the Chief Executive Officer. Human Resources responsibilities include recruitment and onboarding support, recordkeeping, training coordination, audits, benefits coordination, employee engagement support, employee data management, hiring process assistance, and support for Human Resources department initiatives. CEO support responsibilities include limited administrative and coordination functions assigned by the CEO, such as calendar coordination, meeting minutes, scheduling assistance, file organization, routine executive office administrative support, meeting agenda support, leadership meeting coordination, and assistance with employee engagement initiatives such as the Social Squad/Employee Engagement Committee.

DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are representative of the essential and other duties of the position. Essential functions may vary based on operational needs.

Destiny Springs Healthcare employees support compliance by:

• Following internal procedures and external regulations.
• Bringing compliance issues to the attention of management.
• Successfully completing regulatory training requirements periodically.
• Working collaboratively in all facets of position to meet position requirements and support hospital goals.
• Maintaining confidentiality of information.

Human Resources Responsibilities

• Provides administrative support to the Human Resources Director, including data entry, copying, filing, mailings, and other related tasks.
• Prepares Human Resources correspondence, including letters, memos, forms, policies and procedures, reports, spreadsheets, and confidential documents.
• Coordinates recruitment and onboarding processes for new hires and temporary personnel in coordination with the Human Resources Director and hiring managers, including job postings, candidate screening support, interview scheduling, and file maintenance.
• Accurately maintains personnel data in the HRIS database.
• Maintains a variety of correspondence, notices, files, records, and/or other related information.
• Supports processes for separation of employment, both voluntary and involuntary, in coordination with the Human Resources Director.
• Administers Human Resources procedures, documents, and forms to support consistent communication and department administration.
• Produces Human Resources reports from the HRIS system.
• Initiates and responds to assigned inquires that may require research, analysis, and recommendations in coordination with the Human Resources Director, as appropriate.
• Provides general information to employees regarding policies, programs, career development, regulations, issues, options, and related matters; escalates complex or sensitive matters to the Human Resources Director.
• Assists with routine issues and employee concerns, such as new hire offers, training availability, onboarding, and related matters; escalates matters as appropriate.
• Responds to inquiries, such as employment verifications and related requests.
• May present training and/or information programs to groups of employees.
• Assists in coordinating employee programs, including benefits, leaves, training, employment, and related programs.

CEO / Executive Administrative Support Responsibilities

• Provides limited administrative support to the Chief Executive Officer, as assigned, including calendar coordination, appointment and scheduling assistance, meeting agenda preparation, meeting minutes, leadership meeting coordination, file organization, and related follow-up.
• Assists with special projects, communication tracking, and administrative tasks assigned by the CEO in support of executive office operations and organizational priorities.
• Performs routine executive office administrative duties, including copying paperwork, ordering and maintaining office supplies, preparing materials, organizing documents, and completing other administrative tasks as assigned to support efficient CEO and executive office operations.
• Supports employee engagement initiatives assigned by the CEO or Human Resources, including assistance with the Social Squad/Employee Engagement Committee and related activities.
• Maintains confidentiality, professionalism, and appropriate boundaries when handling information or assignments involving Human Resources matters, executive office matters, employees, leaders, or organizational operations.

Additional Responsibilities

• Conforms with and abides by all Joint Commission, federal, and state regulations, policies, work procedures, and instructions.
• Works independently and within a team on special, nonrecurring, and ongoing projects.
• Participates in committees and special projects and may assist members of leadership, as assigned.

Qualifications

EDUCATION AND/OR EXPERIENCE

Associate degree in Human Resource Management, Business, Healthcare Administration, or a related field preferred; Bachelor’s degree preferred. Three years of directly related Human Resources and/or administrative support experience required, preferably in a hospital or healthcare environment. Additional directly related experience may be considered in lieu of education. Experience supporting recruitment, onboarding, recordkeeping, executive coordination, scheduling, confidential documentation, and employee-facing processes preferred. Experience working with confidential information required.

COMPUTER SKILLS

Proficiency in a Microsoft Windows environment and Microsoft Office Suite, including formatting and producing word processing documents, spreadsheets, reports, email communications, calendar coordination, meeting invitations, and meeting-related documentation. Ability to use video conferencing tools, as needed.

CERTIFICATES, LICENSES, AND REGISTRATIONS

Required:

• Level One Fingerprint Clearance Card in the State of Arizona.

Preferred, but not required:

• Associate Professional in Human Resources (aPHR) certification or higher-level Human Resources certification.

KNOWLEDGE, SKILLS, AND ABILITIES

• Customer-service driven; demonstrates poise, tact, diplomacy, and the ability to handle sensitive and confidential situations.
• Professional and personable demeanor.
• Ability to read and comprehend instructions, correspondence, and memos; strong spelling, grammar, and proofreading skills.
• Ability to effectively use computers, computer software programs, Microsoft Office Suite, and related applications.
• Requires an ability to work with numbers and mathematical concepts (adding, subtracting, etc.) on a regular basis.
• Excellent follow-through skills.
• Ability to write reports and correspondence.
• Ability to maintain continual attention to detail when composing, typing, proofreading materials, establishing priorities, organizing work, and meeting deadlines.
• Excellent telephone etiquette and verbal communication skills.
• Ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
• Ability to coordinate calendars, schedule meetings, prepare meeting agendas and minutes, and communicate professionally with senior leadership, employees, applicants, and external contacts.
• Ability to balance Human Resources priorities and assigned executive support responsibilities while maintaining confidentiality, accuracy, professionalism, and appropriate escalation to the Human Resources Director or Chief Executive Officer.
• Must maintain confidentiality of highly sensitive Human Resources, executive, employee, legal, and organizational information.
• Is a self-starter and can work independently.
• Ability to maintain organized files and operate general office equipment, including fax and copy machines.
• Ability to perform routine executive office administrative tasks, including copying paperwork, ordering and maintaining office supplies, preparing materials, organizing documents, and completing other assigned administrative duties accurately and efficiently.

WORK ENVIRONMENT

This job operates in an office setting and routinely involves standard office equipment, including personal computers, computer software programs, telephones, paging systems, copy machines, filing cabinets, and fax machines. This is an on-site position.

OTHER

Regular attendance is required. Overtime may be required to fulfill the duties of the position and must be approved in accordance with company policy. At times, an individual must be able to work in a fast-paced environment with the ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers, handle or feel objects, tools, or controls, and reach with hands and arms. The employee frequently lifts and/or moves up to 10 pounds, including file cabinet drawers and computer paper boxes. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. The work environment is subject to interruptions, varying and unpredictable situations, and time pressures related to multiple tasks. It also requires regular use of a computer keyboard and monitor. There is extensive repetitive motion in using hands/wrists.