HR Assistant

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Location: Danvers, MA
Job ID: 159930-1A
Date Posted: Mar 25, 2020
Category: Specialist

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Job Description

Welcome To

Welcome to Shared Services, our team uses a coordinated approach to delivering administrative and operational services across Lahey. Our Shared Services colleagues leverage resources across the organization to ensure we provide high-quality, high-value care to the communities we proudly serve.  The Shared Services team includes colleagues who focus on business and network development, legal services, facilities and real estate, human resources, information technology, finance, philanthropy and marketing and communications. 

About the Job

Under the supervision of the Director of Human Resources in Primary Care, will be an integral part of the Human Resources team. The HR Assistant must ensure that all administrative and logistical issues have been addressed prior to each colleagues’ start date including but not limited to coordinating orientation schedule, establishing employee ID, education verification, criminal background check, requisite licensure and certifications, and satisfaction of minimal experience for the job of entry. The HR Assistant will also initiate all pre-employment requirements related to pre-employment physicals and drug screening.  Serve in a resource to all hiring managers and incoming colleagues to assure seamless transition into Primary Care.  Provide ongoing reporting of requisition and position management.
Essential Duties & Responsibilities including but not limited to:
  • Serve as an expert on system onboarding policies and procedures for newly hired Lahey Health colleagues
  • Serve as the lead contact for Lahey Health regarding all issues related to onboarding
  • Serve as a liaison for newly hired Lahey Health colleagues during the onboarding process. 
  • Perform periodic “check ins” with new members throughout the onboarding process to ensure they are familiar with process and timelines. 
  • Collaborate with responsible parties in assigned departments to ensure onboarding tasks are completed for new colleagues.
  • Develop a uniform “customer service” focused approach with all Primary Care entities
  • Collaborate on the development of a centralized Lahey Health on-boarding process which will increase communication and coordination of new hires to Lahey, increase system efficiencies and enhance customer service
  • Develop, implement and manage colleague on-boarding templates and materials
  • Identify and recommend new policy or program initiatives in Primary Care to enhance the effectiveness of the onboarding experience
  • Implement Lahey Health protocols to ensure standardization and compliance of on-boarding process
  • Educate Lahey staff about colleague on-boarding to ensure consistent and equitable application of on-boarding strategies, procedures, templates and processes
  • Assume responsibility for complete accuracy of information. 
  • Identify problem areas w/in on-boarding process that impede organizational progress; recommend appropriate interventions and/or other corrective actions as needed
  • Assist in the monitoring and tracking of colleague on-boarding and report status to supervisors
  • Apprise VP, Chair, AD of organization issues, problems or trends; prepare reports, analyses and other written communication setting forth progress, adverse trends and appropriate recommendations or conclusions as necessary or requested
  • Assume the lead role with all clinical service units and new physician recruits to ensure the success of integration strategies
  • Collect and analyze data to demonstrate impact of physician on-boarding on retention and productivity 
  • Collect feedback from Lahey Health administrators / clinical service units as well as physicians to demonstrate effectiveness of on-boarding strategies
  • Collaborate with manager to ensure onboarding resources are continually updated including forms, websites, onboarding resources, and other department material
  • Identify onboarding hurdles and recommend appropriate interventions and/or corrective action that may be needed.
  • Exhibit a welcoming, customer service focused attitude in all interactions with Lahey Health internal and external clients
  • Prepare monthly activity reports and other reports as requested
  • Prepare quarterly / annual reports to demonstrate effectiveness of provider on-boarding strategies
  • Evaluate and research professional trends and issues in on-boarding processes
  • Collaborate and coordinate with various clinical service units to systematically track “pre-hire” requirements for physician candidates and interceding when necessary. These requirements include, but not limited to:
    • Coordinating dates/times for Lahey Health provider Orientation
    • Obtaining Employee Health requirements
    • Quality and Safety Orientation
    • Performance Improvement Initiatives
  • Prior exposure to Human Resources policies and practices related to onboarding, employee relations, and employee retention.
  • Works collaboratively to solve problems, to improve processes and to integrate services within the department and with other departments
  • Collaborates with and assists the provider recruitment team to on-board new providers
  • Prepares internal checklists/tracking systems to monitor the progress of the on-boarding process
  • Monitor, control and manage on-boarding operations to meet customer expectations and company goals
  • Represent Lahey Health’s interests and philosophy accurately, sensitively, positively and professionally
  • Works closely with provider recruitment team, communications & marketing, network integration team, Information Systems, human resources, Administrative Directors and VPs to support growth of services and smooth on-boarding of providers
  • Coordinate and manage project tasks to ensure project delivery within allotted budget and timelines
  • Ensure compliance with company standards, quality and procedures
  • Build and maintain strong customer relationships through regular meetings and communication
  • Evaluate current on-boarding process and performance and provide strategic plan for improvements.
  • Follow standard operating procedures for efficient business operations
  • Maintain clear and accurate on-boarding documents/procedures for reference purposes
  • Provide advice to internal and external clients within agreed timeframes and specified budgets
  • Timely response to providers and colleagues
  • Up-to-date operational tools, resources, records and files.
  • Responsible for organizing and synchronizing the activities of providers, managers and administrators
  • Communicates customer service issues that arise to the appropriate physician and/or administrative leadership at Lahey Health
  • Attend departmental meetings, seminars and functions as necessary with customers and/or colleagues.
  • Helping the providers, staff and employees by responding to their calls and resolving issues that are brought to their attention
  • Other duties as assigned.
  • Bachelor’s degree  
  • A minimum of three years of experience in a healthcare setting with increasing levels of responsibility.  Strong project management experience.  Demonstrated experience communicating effectively with high-level contacts, both internal and external. Strong networking experience is required.

About Us

Beth Israel Lahey Health is comprised of world-class academic medical centers and teaching hospitals, leading community hospitals, a renowned orthopedics hospital, and comprehensive ambulatory centers. Through our focus on population health, our clinically integrated network of affiliated providers, as well as vital services such as behavioral health and home care services, we are able to provide a new model of care that improves the health of all those we serve. With more than 9,000 nurses, 4,300 physicians and more than 35,000 employees, our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.

Beth Israel Lahey Health is committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.