Administrative Assistant/Employee Relations Coordinator - Inpatient Rehab Hospital

Exalt Health, an acute rehabilitation hospital, provides an intensive rehabilitation program, and admitted patients must be able to tolerate three hours of intense rehabilitation services per day. Focused on caring for patients with complex rehabilitative needs such as stroke, spinal cord injury, brain injury, head trauma, medically debilitation conditions, neurological disorders, cardio-pulmonary amputations, orthopedic injuries, and multiple major traumas.

Position Summary

The Administrative Assistant/Employee Relations Coordinator provides a wide range of administrative and logistical support to the Human Resources (HR) department and the Hospital’s leadership team. This role is essential in maintaining efficient HR operations and fostering a positive employee experience within the inpatient rehabilitation hospital.

Essential Duties and Responsibilities

• Administrative Support:
• Consolidate Human Resources questions, changes requests, and updates from the local hospital for review with Human Resource Leadership.
• Schedule meetings, appointments, and interviews for the Hospital’s Leadership Team.
• Manage calendars and expense reports for the Chief Executive Officer (Hospital) and other Leadership Team members as needed.
• Draft and format HR documents, including correspondence, memos, policies, and presentations.
• Answer and direct internal and external phone calls and emails.
• Maintain physical and digital HR files, ensuring confidentiality and compliance.
• Recruitment & Onboarding:
• Post job openings on internal and external job boards.
• Coordinate the pre-screening of resumes and phone interviews.
• Assist in scheduling interviews and preparing interview packets.
• Facilitate new hire onboarding processes, including background checks, documentation, and orientation preparation.
• Employee Relations:
• Assist with employee benefits administration, including enrollments, changes, and inquiries.
• Maintain employee records and update HR databases.
• Support the coordination of employee events, recognition programs, and activities.
• Compliance:
• Assist in ensuring compliance with employment laws, regulations, and hospital policies.
• Stay informed about updates to federal and Texas state labor laws.
• Payroll Process:
• Assist Hospital Leadership in the review, change management, and approval process of time off requests, changes in status, and timesheets.
• Coordinate with the Human Resource Department on the approval of pre-payroll registers, identifying potential errors while ensuring rate changes, new hires, and terminations are appropriately updated each pay period.

Minimum Qualifications

(Knowledge, Skills, and Abilities)

Education, Training, and Experience

• Associate's Degree in Human Resources, Business Administration, or a related field preferred.
• 1-3 years of administrative experience, preferably in HR.
• Experience with HRIS (i.e. Paylocity, HealthStream) or applicant tracking systems is a plus.

Skills and Abilities, Proficiency and Productivity Standards

• Organizes and prioritizes tasks and projects, accurately completing job responsibilities within the specified time constraints.
• Excellent attention to detail and accuracy.
• Analytical and problem-solving abilities.
• Ability to work under deadlines and handle multiple tasks.
• Speaks and communicates English effectively in verbal and written format; writes legibly.
• Reading and comprehension at the level necessary to perform job duties appropriately.
• Works cooperatively with co-workers and other hospital employees
• Functions proficiently in a Microsoft Windows environment (Outlook, Word, Excel, PowerPoint)