Office Coordinator bei Oakwood Village

POSITION OVERVIEW

The Office Coordinator will oversee the general administrative function and activities of the office.  This role supports the HR team in a variety of tasks and serves as the face of the One Oakwood HR team.   

This position reports to the Sr. director of HR.  This position is Monday through Friday during normal business hours.  

MISSION

We are Called to serve a thriving community where seniors live with dignity, connection and purpose.

CORE VALUES

ESSENTIAL RESPONSIBLITIES (not intended to be an all-inclusive list):

• Serves as the frontline representative of our people operations.
• Completes administrative duties such as answering phones, returning voicemails sorting and distributing mail, and preparing documents.
• Creates itineraries and travel arrangements for candidates. 
• Owns, organizes, monitors and completes all orientation administration including but not limited to coordinating of calendars, scheduling facilitators, booking rooms, communicating to new hires and candidates.
• Owns record retention; manages an efficient system for other staff to access files and records as needed and appropriate.  Maintains the standards set forth in the record retention matrix. 
• Maintains the office esthetic and office equipment including cleaning and maintenance as directed by IT; submits maintenance tickets as needed.
• Maintains inventory of office supplies; orders new supplies as needed.  Work with purchasing for unique department purchases.
• Presents offer letters, conduct drug screens, and background checks with candidates.  Notifies the hiring manager and recruiter of acceptance. 
• Coordinates with Infection Prevention for medical compliance of staff members. 
• Completes anniversary lists, creates certificates and sends milestone anniversary links to employees.
• Works with senior training specialist populating and keeping LMS system up to date and accurate.  Monitors training hours and completion of required annual trainings. 
• Provides weekly union reports to union.  Posts job openings. 
• Assists in planning and setting up department team meetings.
• Be an active member of the Oakwood Inclusion Alliance and the employee THRIVE committee. 
• Oversee the daily work activities of the office.
• Answers on employee inquiries regarding login information, benefits, employee events, etc. 
• Performs other related duties as assigned.

ESSENTIAL QUALIFICATIONS

• Professional verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Demonstrates efficient and organizational skills and attention to detail.
• Executes best in class time management skills with a proven ability to meet deadlines on time and in full.
• Demonstrates the ability to handle confidential information and maintain confidentiality within the HR team.
• Proficient with Microsoft Office and experience with learning management systems and HRIS systems preferred. 
• Deals with ambiguity and adapt as needed to meet the needs of the business.
• Shows willingness to learn new tasks and technology.

EDUCATION, EXPERIENCE AND/OR TRAINING

• High school diploma or equivalent required; Associate degree in office administration or related field preferred.
• At least three years of administrative and clerical experience required.