HR Project Assistant

Location: Washington, DC
Date Posted: 08-21-2018
POSITION SUMMARY:
In this role, the HR Project Assistant will partner and support the Chief People Officer (CPO) and at times members of the leadership team across all administrative work (answering phone calls, scheduling, travel, meeting prep, etc.), communication, and program & project management activities and strategic initiatives. The work will be both planful and ad-hoc. The individual will have the flexibility and interest to participate across a myriad of activity and deliver on both the quantity and quality of the needs.
 
REPORTING SUMMARY
Involves no responsibility or authority for the direction of others.
 
NATURE AND SCOPE:
Internal contacts may include senior administrators, faculty, and staff.  External contacts may include
vendors, and Consultants.
 
 
 
PRINCIPAL ACCOUNTABILITIES:
General administrative support for CPO to include, but not limited to calendar and email management, meeting preparation, agenda creation and minutes, travel coordination, expense reports, catering needs, etc.

Greets and directs visitors with exemplary customer service.

Serves as receptionist for department, performing problem solving and research to answer most questions in person or via phone.
Assist in bringing vision to life via slide support and creation across a variety of HR topics representing strategic and tactical initiatives and business needs.

Ad-hoc project coordination and management in partnership with Chief People Officer.

Managing agenda for all Chief People Officer meetings in HR (1:1s, weekly staff, monthly HR and off-sites); plan agenda with sign off from CPO and participate in meetings and manage notes and follow ups.

Manage and create (at times) meeting materials; ensure CPO is informed and briefed on meetings for week with all associated/required materials.

Working with the CPO to set HR Leadership Team meeting agenda and other HR related agendas.

Participating in any relevant HR Leadership Team sub committees and interfaces with decision bodies as needed.

Attending HR Leadership Team meetings and responsible for minutes.

Support communications events such as in-person executive town halls.

Assumes other duties and responsibilities that are related and appropriate to the position and area.  The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
 
ORGANIZATIONAL EXPECTATIONS: 
Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
 
Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
 
Participates in activities that promote adherence to federal healthcare program requirements.
 
Actively participates in Health Sciences Compliance Program activities.
 
Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
 
Maintains confidentiality of patients, families, and staff.
 
CARES CRITERIA: 
Must demonstrate collaboration; accountability; respect; excellence; and service.
 
Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
 
Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner.  The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
 
Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient’s right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.
 
Anticipates the patient’s and student’s needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
 
Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
 
CORE COMPETENCIES
Knowledge of the principles, practices and methods associated with retirement programs administration
and audits.
 
Proficiency in the operation of computers, related software applications (word-processing, spreadsheet,
database, graphic presentations, as well as other standard office equipment information systems, etc.)
and standard office equipment.
                               
Demonstrated ability to interpret and apply a variety of rules, policies and procedures with attention to
detail.
 
Ability to produce clear reports and presentations.
Ability to meet deadlines and multitask. 
 
Ability to assist in facilitating progressive change.
 
Communicate effectively orally and in writing with a diverse population.
 
Ability to operate within a team environment and facilitate consensus.
 
Ability to exercise discretion and ensure a high level of confidentiality.
 
Strong interpersonal skills and emotional intelligence.
 
Ability to work independently or as part of a team with a “roll up your sleeves.”
 
Competence in both oral and written English.
 
Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the general public.
 
MINIMUM REQUIREMENTS
Bachelor’s degree and two (2) years of experience with administrative, project management and/or communications-related work in a mid- to large-size company.  Must have excellent written, oral, presentation, and facilitation skills; exceptionally strong knowledge of Excel and PowerPoint. Demonstrated initiative and drive; ability to work on tight deadlines. Excellent attention to detail
 
Must be able to stand, walk, sit, lift (12-25lbs), bend, write, type, file, speak, hear, see, calculate, compare, edit, evaluate, interpret and organize for extended periods of time.
 
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