Administrative Asstistant (1200)

Job DetailsJob Location: Indianapolis, IN 46260Position Type: Full TimeEducation Level: High School or EquivalentTravel Percentage: Up to 10%Job Shift: DayJob Category: Home CareABOUT FLOURNOY HEALTH SYSTEMS: Flournoy Health Systems (FHS) specializes in healthcare management, supporting organizations that deliver services for seniors, chronically ill patients, and individuals requiring home and hospice care. We are committed to high standards of excellence, compassion, and compliance in all our services. FHS encompasses multiple subsidiaries, including Primecare Home Care Services (GA and IN), Primecare Hospice, Primecare ABA Therapy, Justcares Home Care, Wellness Track 360, Primecare Real Estate and est. The Experience & Innovation Specialist will play a pivotal role in ensuring that all entities within FHS deliver safe, effective, and compliant care in alignment with our values. OUR CORE VALUES: Compassionate Care: We are dedicated to delivering care with empathy, understanding, and respect. Our commitment to compassionate care ensures that every individual receives the attention and support they deserve, enhancing their well-being and dignity. Accessibility & Equity: We believe in making healthcare accessible to everyone, regardless of their background or circumstances. We strive to eliminate barriers to care and provide equitable care that meets the diverse needs of the communities we serve. Innovation & Excellence: We strive to stay at the forefront of healthcare by embracing new ideas and approaches. Our pursuit of excellence ensures that we consistently provide the best possible care and continuously improve our services. Integrity & Accountability: We operate with honesty, transparency, and a deep sense of responsibility. Our commitment to integrity and accountability ensures that we always act in the best interest of our clients, our team, and our communities. Collaboration & Community: We understand that our strength lies in working together. Through collaboration with our partners and engagement with the communities we serve, we build strong, supportive networks that uplift everyone involved. POSITION SUMMARY: 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.   Essential Duties: Data Analyst 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.   Administrative and Communication   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.   Document Management Maintain and organize confidential HR files, ensuring accuracy and compliance with company policies. Assist in the preparation and distribution of HR- related documents.   Event Planning and Management 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. Content Creation Create the content for Primecare Pulse and distribute the newsletter monthly. Manage and execute the Elevating Excellence Together series. Ad hoc Projects 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. QualificationsRequired Knowledge, Skills, Abilities and Competences: 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.            Minimum Qualifications: 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.   Preferred Qualifications 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.   Other Qualifications Language Skills • Ability to read, analyze and interpret regulations and other documents. • Strong interpersonal skills and ability to effectively and tactfully present information to, and communicate with, co-workers, employees, and others. • Possess exceptional English written and verbal communication skills, including accurate grammar and business correspondence knowledge. • Ability to read and write memos, reports, and correspondence that conform to prescribed style and format. Reasoning Ability • Ability to define problems, collect data, establish facts, and draw valid conclusions. Other Skills and Abilities: • Able to establish and maintain cooperative and positive working relationships. • Organized, detail-oriented, courteous, proactive, self-motivated, dependable, and customer service driven. • Even-tempered and able to balance multiple tasks in accordance with changing deadlines and priorities in a fast-paced environment. • Ability to work sensitively and effectively with individuals of diverse ethnic and cultural backgrounds. General Job Performance Requirements Meets/exceeds established performance goals. Additional performance requirements may be communicated. • Alignment with Company Goals & Objectives – Supports the organization’s mission, vision, and values and holding self-accountable for applying these principles daily and personally living them when working with coworkers, participants, clients, and all other business contacts. • Adherence to Company Policy – Follows and enforces guidelines as established by policies. Conforms to company and job standards and requirements. Shows respect for others. Acts in the best interests of the company at all times. Serves as an example for others. Conducts business in an ethical fashion. • Job Knowledge – Demonstrates a thorough understanding of his/her job processes and procedures. Integrates knowledge to efficiently accomplish job requirements. Efficiently uses resources (including staff and management) to obtain additional knowledge. • Cooperativeness – Consistently supports management decisions as demonstrated by his/her actions. Demonstrates a “can do” attitude by responding positively to instructions. Follows instructions and works harmoniously with others to complete the job or task. • Commitment – Commits to his/her job and to the success of the company. Continuously puts forth the effort to achieve goals and continuous quality improvement. Degree to which employee goes the extra step to ensure job/task completion. Takes initiative to offer ideas to improve processes or results. • Customer Service - Embraces the organization's commitment to internal and external customer service and demonstrates a customer-centric approach when interacting with co-workers, participants, clients, and all other business contacts. • Safety – Maintains a safe workplace. Reports all unsafe work conditions to supervisor and/or Safety & Loss Control Manager and works in conjunction with supervisor, Safety & Loss Control Manager, and staff to correct unsafe work conditions. Follows and enforces all safety policies. • Quantity of Work / Productivity – Produces at a high volume. Always puts forth the effort to maximize productivity. Meets or exceeds established work deadlines. Engage in a productive work effort whenever possible. Meets goals and objectives. • Quality of Work – Produces work that is accurate and reliable. Accomplishes work quickly and efficiently. Works in a thorough and organized manner while minimizing downtime. Results are consistently within acceptable quality standards. • Reliability – Completes responsibilities with minimal direct supervision. Follows through with assigned jobs and tasks all the way through completion. Puts forth the effort to achieve goals and objectives under varying circumstances. • Attendance – Meets or exceeds punctuality and attendance expectations/requirements. Faithfully reports to work and conforms to scheduled work hours. When necessitated, follows call-in procedures, and informs others of absences. • Communication – Exhibits good interpersonal skills. Develops and fosters professional relationships with co-workers, participants, clients, and vendors. Keeps others informed as directed by operational demands and need-to-know. Keeps self-informed of announcements made via established company venues. • Confidentiality – Maintains confidentiality of employee, participant, and client data/information, and any other sensitive organization information as appropriate. Physical Demands Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Requirements • Employees are frequently required to sit. Employees are frequently required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and occasionally stoop, kneel, or crouch. • Requires manual and finger dexterity and eye-hand coordination. • Requires the ability to use department equipment, such as telephones, personal computers, adding machines, copiers, fax machines, etc. Position requires frequent use of computers and phones. • Requires the ability to lift/carry up to 30 pounds using appropriate body mechanics. Visual, Hearing and Communication Requirements • Requires corrected vision, including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. • Requires hearing to normal range and must be able to communicate effectively verbally and in writing with co-workers, vendors, clients, and others for work-related purposes. Work Environment Work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Pressure Factor • May require working under stressful conditions. • May experience pressure to meet scheduled timelines. Environmental Conditions • The employee normally works indoors in a typical, temperature-controlled office environment. • Noise level in the work environment is usually moderate. • There may be distractions such as phone calls, work interruptions, and communication from co-workers or participants.   I, the undersigned employee, acknowledge receipt and understanding of this job description. I realize that it reflects a general list of responsibilities of the position, as well as a general description of the working environment and physical demands of the position. I have notified Human Resources of any reasonable accommodation(s) I require, and should I require any reasonable accommodation in the future, I agree to request such accommodation by notifying Human Resources. I have accepted this position and represent that I am capable of performing such functions with or without reasonable accommodation.