Administrative Asstistant (1200)

FLOURNOY HEALTH SYSTEM•Indianapolis, IN

12d•Onsite

About The Position

The Administrative Assistant is responsible for all administrative tasks and coordination of projects supporting the Human Resources team. This role involves preparing and analyzing reports, maintaining data accuracy, and ensuring timely submission of reports to the Director. Also, working closely with various departments as well as Primecare sister companies to ensure efficient Human Resources practices. Exceptional organizational skills, attention to detail, and proficiency in data analysis tools are essential for this position.

Requirements

Knowledge as a Human Resources Generalist and Business Administration.
Proficient in Microsoft Office Suite, Google Suite, or similar software.
Ability to build spreadsheets, pivot tables and v-lookup.
Knowledge and understanding of spreadsheets.
Excellent written and verbal communication skills.
Excellent organizational and time management skills.
Ability to exercise discretion and professionalism when overseeing highly confidential and sensitive information.
Willingness and ability to regularly travel between assigned work sites.
Availability to work evenings and weekends as needed.
High School Diploma or equivalent
3+ years as an Administrations Assistant.
3+ years experience as a Human Resources Generalist.
Well-organized, self-directed, customer-service orientated, and timely.

Nice To Haves

Bachelor's degree in Human Resources, Business Administration or a related field preferred.
Minimum of five (5) years of experience in a similar role
Strong proficiency in data analysis tools (e.g., Microsoft Excel, Tabl, Power BI).
Experience with budget management, event planning, and project management
Proven experience as an administrative assistant or in a similar role, preferably in a human resource setting.

Responsibilities

Analyze reports to identify trends, patterns, and areas for improvement, and present findings to the Director.
Develop and maintain an efficient reporting system to track key performance indicators and provide accurate data for decision-making.
Ensure the accuracy, completeness, and consistency of data in reports, adhering to established quality standards.
Utilize data analysis tools and software to generate meaningful insights and visualize data for reporting purposes.
Maintains databases and spreadsheets.
Auditing data requested by the Director.
Communicate report updates, changes, and deadlines to the Director.
Assist the Human Resources Director in managing schedules, appointments, and travel arrangements.
Handle correspondence, memos, and other documents, ensuring accuracy and confidentiality.
Coordinate and organize meetings, including preparing agendas, taking minutes, and distributing meeting materials.
Prepare meeting agendas, materials, and scribe meetings.
Draft and proofread correspondence, reports, and other documents.
Work in close partnership with other Administrative Assistants.
Provide a bridge for smooth communication between the HR team and internal departments, demonstrating leadership to maintain confidentiality, trust, and support.
Research, prioritize and follow up on incoming issues / concerns / topics.
Guide Directors, Leads and employees to the appropriate source for queries and requests (including our intranet)
Actively pursue knowledge of the business; business practices, policies, organizational structure, roles, and responsibilities to better understand the business and leverage the understanding in your work.
Coordinate and execute HR events, workshops, training sessions, team building, lunches, volunteer initiatives, etc.
Arrange travel itinerary and accommodation for the HR.
Serve as the primary point of contact for internal and external inquiries directed at the HR Director.
Maintain and organize confidential HR files, ensuring accuracy and compliance with company policies.
Assist in the preparation and distribution of HR- related documents.
Develop and implement a comprehensive calendar of engaging events and activities, including team-building exercises, social gatherings, wellness programs, and recognition ceremonies.
Manage business programs/meetings/events, consulting with business partners on meeting requirements, leading project planning, managing budgets, sourcing event venues, handling contract management, coordinating travel with travel management vendors, and overseeing registration website and mobile app development.
Ensure events are inclusive, accessible, and aligned with the organization's values and objectives.
Create New Hire packet
Managing the Elevating Excellence Together Series Recognition and Feedback
Develop criteria and processes for recognizing employees’ achievements, milestones, and contributions.
Create and distribute communications to promote recognition programs and highlight employee achievements.
Design recurring customer satisfaction surveys to gauge employee satisfaction and identify areas for improvement.
Analyze survey results, extract insights, and prepare comprehensive reports with actionable recommendations.
Create the content for Primecare Pulse and distribute the newsletter monthly.
Manage and execute the Elevating Excellence Together series.
Undertake special projects as assigned by the HR Director, demonstrating flexibility and a willingness to take on new challenges.
Performs other related duties and assignments as required.