Administrative Coordinator, CPUP HR

Administrative Coordinator, CPUP HR

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines. Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Working under moderate supervision, the Administrative Coordinator, CPUP HR is responsible for a broad range of complex administrative functions. The HR coordination will oversee projects and support responsibilities that help advance the goals of the entity HR office. This role will play a critical role in the day-to-day support of various HR programs and services within the entity for which the HR team has responsibility. The incumbent in this role will work closely with the entity Human Resources Team and will partner on an as needed basis with related entity HR teams to execute on various deliverables under the purview of this role.

Accountabilities :

• Performs complex and timely administrative functions for the CPUP HR Team.
• The CPUP HR Administrative Coordinator will independently support intake / support triage :
• Responsible for managing HR inquiries mailbox.
• HRMS technical support.
• Manage the employee verification process.
• Partner with human resources team to create FAQ documents and other training support documents for frequently accessed HR programs and services.
• Send and / or Schedule Exit Interviews.
• Track HR Survey and Exit Interview responses to synthesize data and report on trends.
• Create monthly department reports.
• Provide project management support of entity wide HR initiatives.
• Employee Relations :
• Respond to Unemployment Compensation Notices.
• Prepare, track, and tend employee relations actions via central database.
• Coordinate managerial decision review process in partnership with HRBP.
• Receive initial ER outreach and partner with HRBP to address.
• Follow-up with managers to ensure progressive steps have been issued in PfP.
• Compensation Support :
• JD Expert management- per direction from HRBPs will enter all job descriptions in JD Expert.
• Create mail merge letters for large scale salary updates.
• In partnership with the HRBPs facilitate weekly compensation meetings and track and maintain updates to the compensation request database.
• Compliance Support :
• Seasonal Flu report management and distribution.
• Annual Mandatory Education monitoring (e.g. HIPAA training compliance).
• COVID-19 Vaccine Management.
• Ongoing exemptions and testing enrollment process.
• Employee testing compliance monitoring and follow-up.
• Background checks, specifically Child Protective Clearances compliance via partnership with HR Compliance team member.
• Open Pass report monitoring and compliance follow-up.
• Assist staff with state and federal compliance requirements i.e. ADA, FMLA, CPL, HIPAA, mandatory compliance etc.
• Talent Acquisition and Talent Management administrative / coordination support :
• Referral bonus notifications.
• Interview scheduling support.
• Partner with entity HR team to plan and execute related activities for employee recognition program.
• Assist with talent assessment meetings including but not limited to : logistics / meeting planning, assist with exempt and non-exempt high potential program planning and logistics.
• Assist employees and managers with access to and utilization of various talent management tools and resources.
• Disability Management :
• Per direction from HRBP Team draft and send disability management notification letters and correspondence to employees on leave status.
• In partnership with entity HR team and central disability management team create and maintain list of active ADA accommodations and partner with HRBP for related follow-up.
• In partnership with entity HR team and central disability management team create, maintain, and track all active LOAs.
• Partner with HRBP for related follow-up.

Education and Experience : H.S. Diploma / GED Required. 3+ years of related administrative and human resources support Required. Bachelor's Degree in Business, Human Resources, or related course of study Preferred.

Skills and Abilities : TECHNOLOGY : Ability to use Microsoft Excel, Word, PowerPoint, Outlook Required. COMMUNICATION : Ability to effectively present information and respond to questions from others Required. COMMUNICATION : Ability to work effectively with a range of business, clinical, and academic leaders Required.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives. Live Your Life's Work We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.