HUMAN RESOURCES OPERATIONS SPECIALIST

Whitman-Walker envisions a society where all persons are seen for who they are, treated with dignity and respect, and afforded equal opportunity to health and wellbeing. Through care, advocacy, research, and education, we empower all persons to live healthily, love openly, and achieve equality and inclusion. For over 50 years, we have been meeting the needs of our communities with the endless dedication of our diverse teams.

Job Summary

The People Services-HR Operations Specialist reports to the PSHR, Manager, Total Rewards and Employee Engagement, and is a member of the People Services-HR Team. The role will ensure the administration of the day-to-day operations of the People Services-HR office and act as a first point of contact for employee inquiries, management of the Human Capital Management System, New Hire Orientation, separation details, notices, employee files, invoices, administrative support to the VP of People and Director of Employee Relations and other teams i.e. Equity and Belonging regarding matters that pertain to excellent process within the People Services-HR team. The role carries out responsibilities in some or all the following areas i.e. HRIS database maintenance and data entry, new hire orientation, employee offboarding, conducting file audits, and maintaining employee files.

Whitman-Walker Primary Essential Duties:

• Performs and behaves in accordance with Whitman-Walker’s mission, cultural norms, and core values of dignity, respect, affirmation, and humility.
• Maintains a respectful, non-judgmental, and compassionate manner with patients/clients/staff.
• Demonstrates excellent customer service by identifying and exceeding customer requirements.
• Adheres to Whitman-Walker policies and procedures, with special attention given to HIPAA requirements.
• Maintains data integrity through conscientious use of relevant tools and employing a system of checks and balances.
• Demonstrates organizational skills necessary to multi-task, meet deadlines, and re-prioritize as needed.
• Participates in organizational quality and performance improvement activities.

Role-Specific Primary Essential Duties:

Administrative Support

• Provides support to the people services team members by coordinating all team meetings, special projects, credit card maintenance, invoicing (Blackbaud), and other calendared events as needed.
• Provide administrative support to the VP of People and Director of Employee Relations as needed.
• Assist in the development and distribution of internal PSHR communications.
• Respond to routine inquiries from employees regarding PSHR policies and procedures.
• Design and maintain ADP Home screen.
• Provide general support in employee relations matters when needed.
• Assist in coordinating employee events or initiatives to foster a positive workplace culture.

Management of Human Capital System (ADP)

• Reviews and processes a variety of personnel actions (PAF’s); reviews actions for conformance to law, policies, and standard procedures; identifies discrepancies and works to resolve problems or determine appropriate procedures.
• Coordinate training sessions and programs for employees.
• Maintain training records and assist in tracking employee development.
• Management of employee files and migration into the ADP system.

Reporting and Auditing

• Assist in ensuring PSHR practices and processes comply with relevant laws and regulations.
• Prepare routine PSHR reports and analytics as needed.
• Managing advanced projects to improve the quality of employee data.
• Conduct monthly, quarterly, and annual audits for the department and organization. Report Findings and implement appropriate optimization initiatives.
• Provides data summaries for grants reporting, and other reports to support health center planning and initiatives.
• Collaborate and partner with other team members and departments to analyze and evaluate on a quantitative/qualitative basis to find ways to optimize the effectiveness of the PSHR Program operations in meeting established WW goals and objectives.
• Develop dashboards and other data visualizations using MS Power BI or similar data tools.
• Locates, cleans, and combines available source data for analytic priorities; troubleshoots anomalies in data; and produces analyses of the data to support needs, often under tight deadlines.
• Builds relationships and liaises with various internal departments to translate business rules into technical specifications and align data reporting and system integrity.

Employee Management - On-Boarding and Off-Boarding

• Facilitate new employee orientations and ensure completion of required paperwork.
• Administers I-9 processes and procedures and works with Talent on H-1B cases as needed.
• Administers Business Cards and other related support.
• Coordinate with various departments to ensure a smooth onboarding process for new hires.
• Administer all off-boarding procedures.
• Maintain and update employee records, including personal information, job details, and training records.
• Ensure compliance with data protection and confidentiality policies.

Benefits & Total Rewards

Data Analysis and Reporting:

• Analyze benefits utilization data and trends to make informed decisions about program changes.
• Prepare regular reports for management on the cost and effectiveness of benefit programs.
• Review invoices and submit them for payment.
• Conducts various Compliance Checks (Semi-Annual Driver’s Checks, Sanctions-based checks, etc.)

Employee Assistance Programs (EAP):

• Oversee the implementation and management of employee assistance programs, such as counseling services and work-life balance initiatives.
• Collects all EAP activity reports. Support communication from EAP to all staff.

Retirement Plan Administration:

• Knowledge of 403(b) retirement plans and support in 403(b) education.
• Ensure compliance with regulations governing retirement benefits.

Employee Communication:

• Communicate effectively with employees about benefits programs, including plan changes, open enrollment, and other relevant information.
• Conduct employee education sessions to promote understanding of available benefits.

Vendor Management:

• Liaison with carriers and troubleshooting concerns.
• Relationship building with existing and new vendors and obtaining activity reports.

Administrative Functions Related to Benefits:

• Process Benefit Carrier Monthly invoices and other types as directed.
• Administers and develops WMATA Smart benefits, Capital Bikeshare, and Gym programs.
• Support the NHSC and HRSA loan repayment programs and gather and verify any staff data as needed.
• Responsible for coordinating programs centered on employee recognition programming.
• Processes all Tuition Reimbursements.
• Processes all Fertility Reimbursements.
• Other duties as assigned.

Whitman-Walker Knowledge, Skills, and Talents Required:

• Ability to work independently with minimal supervision.
• Ability to manage time and effort to meet strategic objectives.
• Knowledge of principles and processes for providing excellent customer service, both internal and external.
• Knowledge of all applicable WWH policies and procedures.
• Excellent oral and written communication skills.
• Knowledge of healthcare information systems with the ability to adapt to new electronic medical records and population health platforms.
• Analytical skills are necessary for the preparation of accurate, concise, and comprehensive reports.
• Ability to maintain records and information in an accurate, timely, and confidential manner.
• Ability to adapt to changes in the service delivery model, re-prioritizing as necessary.
• Flexibility to work various shifts, including afternoon, evening, and weekend shifts as necessary.
• Flexibility to work within the organization's various locations as necessary.
• Commitment to health equity.

Role Specific- Knowledge, Skills, and Talents Required:

• Knowledge of general People Services-HR practices, policies, and procedures.
• Excellent computer skills, including advanced knowledge of Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) and general knowledge of web-based applications and People Services-HR information systems.
• Demonstrated ability to communicate clearly in person and in writing.
• Ability to handle confidential information and to work in a fast-paced, fluid environment that demands a high degree of responsibility and creativity.
• Interpersonal skills are necessary to provide excellent customer service.
• Written and verbal competency.

Education and Experience Required

• Bachelor’s Degree or 4 years of Human Resources work experience required.
• Relevant certifications, such as Certified Employee Benefit Specialist (CEBS) preferred or pursing.
• A professional certification in (PHR), is preferred.
• 3-5 years of Benefits administrative function preferred.
• 3-5 years of HRIS database experience required.
• 3-5 years of experience working with a broadly diverse population and the ability to work harmoniously with diverse groups of individuals are required.
• 3-5 years of experience working with members of the Lesbian, Gay, Bisexual, Transgender, Gender Expansive, Queer, Asexual, and Intersexed communities preferred.
• 3-5 years of experience working with people living with HIV or issues related to HIV care preferred.

Working Conditions:

Working conditions for this position are normal for an office environment. Individual may be required to work evenings and/or weekends and organization events.

Physical Demands:

• Lifting: No more than 20 lbs. and infrequently.
• Movement: Standing and sitting for long periods.
• Visual: Long periods on computer.
• Concentration: Extended periods of engagement with computer systems where concentration is key to accuracy in data entry. Intermittent periods of engagement with a telephone system to respond to inquiries where concentration is key to task performance.
• Communication: Direct and indirect communication. Written and verbal competency.

Whitman-Walker is an equal employment opportunity employer and does not discriminate against applicants, its employees, or former employees based on race, color, religion, gender, marital status, sexual orientation, national origin, age, disability, veteran status, or gender identity. For accommodation in the application process, please contact Human Resources.