HR Coordinator / Exec Assistant

Executive Assistant Duties & Expectations

Primary Responsibility – Take away day to day tasks that the Doctors are doing and to make their lives more enjoyable!

DAILY TASKS:

• Check in with each Doctor EVERY morning at 7:40 AM to discuss the following:
• Recap Doctor with any new meetings that have popped up / what is on their schedule that day
• Check in to see if they need you to run any errands/ complete any tasks that day
• Ask if they would like lunch for the day – if yes, have it on their desk by 11:45 AM

WEEKLY TASKS:

• Completing weekly Doctor calendars
• Printed in color
• Placed on their desk by EOD Thursday or Friday – if you are not able to do so, delegate this to someone else & communicate with ALL Doctors
• List of ALL team members who will be out (DJ4K + TKO & ESD)
• Anniversaries listed
• Any upcoming team celebrations, community involvement events

• Office Supply Inventory / Ordering
• Check baskets to make sure all ordering is completed
• Make sure all inventory is put up where it is supposed to be
• Check and make sure inventory is not low and we do not run out of items

TEAM UNIFORMS:

• Responsible for ordering Doctor / team uniforms when needed and getting them embroidered
• Responsible for dry cleaning and keeping Doctors scrubs organized in the basement
• Dry Cleaning Days: Monday and Thursday – have all laundry at the back door by 11:30 AM on those days

TRAVEL:

• Responsible for booking personal travel/ hotel for doctors and/or spouse when needed
• Responsible for booking ALL Doctor travel/ hotel for PGI Meetings / any out-of-town meetings
• Responsible for creating an “itinerary” pamphlet and handed to Doctor / Team Member prior to their departure from the office
• Responsible for communicating with Doctor / Team Member on which flight, hotel, and any dinner reservations that are made. Make sure that everyone is aware of the plan PRIOR TO their departure

PGI WEBSITE:

• Responsible for enrolling all new hires onto website
• Responsible for attending monthly calls with Mary Beth, Sandy, and Kellen
• Responsible for updating team member status (inactivating terminated employees)
• Responsible for making sure all Kolbe’s are completed and entering on PGI website

IN OFFICE TRAININGS:

• Responsible for booking event space (if needed)
• Responsible for gifting trainer (get with Marketing)
• Responsible for making sure all homework is completed and seats are assigned prior to the training
• Responsible for making sure meals are taken care of – communicate this with all involved
• Responsible for communicating with Doctors, Exec Team, and Owners prior to training with agenda and finalized plans

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Human Resources Coordinator

NEW HIRES:

• Create New Team Member profile on Bamboo
• Sending New Hire Onboarding Packet
• Order uniforms PRIOR to start date – have them ready to go on first day
• Send background check
• Communication with new team members – send updates / emails prior to first day

BAMBOO:

• Create time-off policies for the following:
• PTO
• Vacation
• Absent
• Maternity
• Bereavement
• Responsible for updating the Employee Handbook on a yearly basis (or as requested by HR Director, COO, or CFO)
• Responsible for sending out the Employee Handbook Acknowledgement

TIMESHEETS:

• Prints timesheets for the pay period that is ready to be paid out
• Checks each team members time sheet entries – if time is missing, no note, etc. communicates with Team Leaders to correct issue
• Monitors that time-off is used correctly and the amount of time requested is correct
• Once completed, give the timesheets to HR Director to process payroll

BONUSES:

• Checks bonus sheets to ensure they are completed correctly
• If one is not correct, communicate with Team Leader & Exec Team Member to correct the issue
• Fills information out onto the Bonus Spreadsheet
• Make a list of Team Members that have overtime, referrals, OSHA, and any other special pay that needs to be paid out
• Once completed, give the bonus sheet to HR director to process payroll

ANNIVERSARIES:

• Prepare Team Member anniversary cards – have them prepared at least 1 week in advance
• Prepare Team Member anniversary gifts – have gifts ordered at least 2 weeks in advance

HIRING:

• Responsible for posting open positions on recruiting platforms and managing the applicant / talent pool
• Review position applications via Bamboo, indeed, LinkedIn, etc.
• Schedule and coordinate interviews with candidates and Team Leaders and Exec Team
• Once a decision has been made, send Decline Letters to candidates we are not moving forward with
• Track all candidates that we bring in for an interview – scan all documents into HR Shared File
• Track candidates that we decide to put in our “Talent Pool” – log information on Google Sheet
• Provide Team Leaders and Exec Team with all documents needed to conduct interview
• Resume
• Wonderlic
• Hiring Guide
• Hiring Information Sheet

CREDIT CARD REPORT:

• Receives monthly Credit Card Statements for DJ4K + TKO and ESD from CFO.
• Transcribes transactions into Excel sheet – responsible for sending out to Team Leaders for them to fill in and turn in receipts.
• Once sheet is filled out to its entirety, it is responsible for balancing each category.
• Once all purchases are balanced, turns in all receipts, reports, and sheets to CFO.