Employee Health Administrative Coordinator

Baptist Healthcare System, Inc. Louisville , KY 40202

Posted 4 weeks ago

Baptist Health strives to cultivate a close-knit, positive and professional environment that encourages our employees to want to come to work every day.

When you choose Baptist, you have an opportunity to play a role in providing compassionate, quality care that makes a difference in the lives of our patients and promotes joy throughout our communities.

Job Description:

Maintains a close and highly responsive working relationship with the day-to-day activities of the Director and Managers of the Employee Health & Safety Program (EH&S) and their associated reporting functions.

Collaborates with various Baptist entities and the overall EH&S department to establish and promote company initiatives, and to ensure continuity of care for employees throughout the organization. Organizes, implements, communicates, schedules, and elicits support for key projects and various components of the EH&S program across the health system, such as recurrent influenza, respiratory, and new hire onboarding events.

Coordinates and disseminates standardized education and communication on behalf of the various components of the program, for each worker group served through the program.

Administratively supports the Employee Health & Safety system-wide program, and ensures that all administrative functions within the EH&S program run smoothly.

Has the ability to assume responsibility without direct supervision. Performs work of a highly confidential nature; makes decisions within the scope of authority; and relieves the administrative and supports coordinating duties of the department. Demonstrates flexibility,

initiative, good judgment, and knowledge of internal and external customers, broad knowledge of organization and company policies and procedures.

Principal Duties and Responsibilities:

The following is a summary of the major functions of this individual's job. He/she may perform other duties, both major and minor, which are not mentioned below, and specific functions may change from time to time.

Assembles and maintains a quick reference of up-to-date state or federal regulatory requirements, OSHA standards, accrediting or certifying bodies (i.e. Joint Commission, HFAP, Magnet, etc.), specialty specific standards or guidance (i.e. immunity, health hazards, disease treatment or prevention, safety, and wellness), along with supporting questionnaires and associated documentation and reporting.

Assists with standardization, development, and communication of policy, process, and program service model. Maintains current reference for program specific regulations, guidelines, and standards.

Creates and distributes standardized communication materials and formats regarding pre-defined program requirements, education, services, and announcements for all worker groups served through the program. Communicates with various groups served within the program to ensure understanding of services and associated updates, and assists to coordinate requirements, enrollments, services, and establishing access and troubleshooting software access issues.

Assists to create and distributes standardized pre-defined program information and education (i.e. presentations, handbooks, orientation, Develop You modules, marketing blips, monthly safety/wellness themes, including standardized contributions to policies and control plans owned outside of the EH&S program, etc.) for the various worker groups serviced through the EH&S program.

Assists with coordination, implementation, and communication of safety and wellness themes, events, and initiatives for the program. Assists with scheduling, coordination, and training for new processes and special initiatives throughout the organization, including applicable documentation for accurate reporting. Elicits organizational support for special initiatives and/or staffing needs to promote future goals. Maintains current lists and/or contacts for key program and health / wellness referral resources throughout the health system.

Assists with integration of program components throughout the health system, including new program requirements and/or integration of new acquisitions with subsequent alignment of policy and process, software, and effective training, communication, and support throughout onboarding process.

Assists with coordination, education, compliance, and communication of various new and existing program components including the statewide influenza campaign- scheduling, staff support in all locations, vaccines and supplies, communication of service options, compliance, and requirements; organization and communication of the annual respiratory program, access and education of event users, and overall compliance; communication and support of the new hire onboarding process, enrollment, immunity history, orders for testing and referrals, follow-up of completion within allotted timelines; development and communication of new hazard drug surveillance program; transition of initial incident reporting to ReadySet; and standardization of exposure program, department coordination to support exposures, communication of exposure events and next steps. Assists with audits and investigations.

Performs various administrative support functions for the overall EH&S department such as scheduling meetings, staff appreciation, coordinating staff training, registrations, itineraries, travel, procuring office supplies, tracking and cataloging receipts and invoices, maintaining office equipment. Monitors staffing and elicits support for unanticipated absences and/or high volume services or exposures. Composes, transcribes, proofs, and/or edits various documents or reports in a timely and accurate manner, including meeting minutes, presentations, invoices, budgets, and spreadsheets, policies, and job descriptions. Maintains documents within shared drive and assists EH&S staff to locate information.

Reconciles and maintains expense records for various components of the program throughout the health system, and assists in the preparation of the annual budget process. Assists in coordinating standard pricing for services obtained on behalf of the program though Baptist Health interdisciplinary services and in establishing a method of assigning market value to services performed within the EH&S program.

Creates and maintains professional reports and supporting program documents in a variety of reporting formats, and presents data to various audiences throughout the health system. Supports audits and/or routine reporting functions creating reports, verifying data, monitoring data, trouble-shooting gaps or inaccuracies, and producing routine reports to support various committees, auditors, and business reports.

  • Promote corporate integrity through compliance with the BHS Corporate Responsibility Program.

  • Follow the Baptist Health core values of integrity, respect, compassion, excellence, collaboration and joy.

  • Professionally represent the Employee Health & Safety department.

  • Have a positive, helpful attitude and friendly demeanor that makes staff at all levels feel at ease with the EH&S department.

  • Demonstrate excellent customer service skills with good follow-up and follow-thru.

Minimum Education, Training and Experience Required:

  • Associate or Bachelor degree preferred or comparative demonstrated experience specific to job role.

  • Employee Health, Wellness, Workers Compensation, or Safety Knowledge, and office, program, or project coordination and/or planning is helpful.

  • Working knowledge of electronic health and HRIS database preferred.

  • Previous experience with project coordination, management, and / or development.


Skills and Abilities Required:

  • Possess a mastery of office skills and ability to handle a wide variety of responsibilities with little supervision in a fast-paced environment

  • Detail oriented with excellent personal organization and time management skills

  • Ability to exercise good judgment and discretion

  • Excellent oral and written communication skills, with the ability to communicate verbally using advanced level vocabulary and communicate in writing, using advanced written skills

  • Able to create professional minutes and reports with close attention to proof reading, accuracy, formatting, punctuation, word structure, tone as applicable to audience and intent of communication, etc.

  • Ability to work well with diverse personalities

  • Comfortable around staff and leadership of all levels

  • Independent self-starter with ability to blend initiative-taking with teamwork and direction

  • Proficiency with personal computer and Windows software applications, and various software applications used throughout the EH&S program

  • Creative, problem solving, and critical thinking skills; ability to complete tasks accurately and in advance of deadlines

  • Ability to maintain confidentiality at all times

Professional office environment. Some travel required.

If you would like to be part of a growing family focused on supporting clinical excellence, teamwork and innovation, we urge you to apply now!


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Employee Health Administrative Coordinator

Baptist Healthcare System, Inc.