Reports To: Director of People and Culture

FLSA Status: Exempt

FTE Status: FTE 1

Posting Date: May 4, 2023

Closing Date: Rolling process; resume review will begin on May 22, 2023 and interviewing on a rolling basis

Salary Range: $51,100-$65,400

Organizational Overview

Health Care Without Harm seeks to transform health care worldwide so that it reduces its environmental footprint and becomes a community anchor for sustainability and a leader in the global movement for environmental health and justice. With more than 70 staff members in the US and abroad, we have a unique and dynamic workplace! We believe health care, as the only sector with healing as its mission, has an opportunity – and obligation – to use its ethical, economic, and political influence to create an ecologically sustainable, equitable and healthy world. Health Care Without Harm in the U.S. works to achieve its mission in collaboration with Practice Greenhealth , the leading nonprofit membership and network organization for sustainable health care that delivers environmental solutions to more than 1,500 hospitals and health systems in the United States and Canada.

Position Description

The HR/Executive Administrative Coordinator will provide administrative, management, and professional support to the People and Culture Department, Executive Leadership, and Board of Directors in fulfilling their organizational duties. Will assist with a wide range of projects related to recruiting, employee engagement, documenting and maintenance of processes, and other administrative-related functions.

Primary Objectives

• In conjunction with the People and Culture Manager, coordinates activities related to the talent acquisition process.
• Assist with the annual benefits renewal process.
• Assist with updating and maintenance of the staff and Board list on the Health Care Without Harm (HCWH) and Practice Greenhealth websites as well as maintenance of the Operations Guide website.
• Support and enable the Board of Directors to receive organizational information, hold meetings, and maintain a strong committee structure.
• Support and enable the Executive Leadership team’s relationship to the Board.
• Support the Executive Leadership team in fulfilling its daily responsibilities to ensure effective and efficient management of HCWH’s internal functions.

Essential Functions

People and Culture Support - 25%

Recruiting and Staffing:

• Finalize and post job ads.
• Assist with scheduling interviews between the candidates and the hiring team.
• Send notification updates to candidates and maintain candidate files in the HR management system,. HCMS.
• Close job ads.
• Assist with scheduling new hire orientation meetings.

Benefits Administration:

• Assist with the day-to-day administration of employee benefits plans, including health, dental, vision, life, disability, and retirement plans.
• Maintain accurate employee benefit records, including enrollment, termination, and changes to employee statuses.

Other Administrative Support:

• Performs other People and Culture-related duties and projects in support of departmental and organizational goals.

Board of Directors Coordination – 50%

• Schedule virtual Board and Committee meetings, approximately 20 per year.
• Schedule and coordinate logistics and on-site support for the in-person Board meeting every other year.
• Work with the Executive Leadership team and the Board to develop, create, and disseminate board meeting packets.
• Manage Board record keeping and take Board and committee meeting notes and facilitate any follow up.
• Maintain the Board election and term slate for members, officers, and committee composition.
• Maintain the Board list on the HCWH and Practice Greenhealth websites.
• Maintain the shared Board Drive and website.
• Coordinate new Board Member onboarding process.
• Support Executive Leadership and other staff participating in board committees and meetings.

Executive Administrative Support – 25%

• Executive assistance for the US-Global Coordination Team (GCAT) as needed and to include credit card and expense reporting, travel planning, timesheet assistance, meeting scheduling, note taking, and other duties as assigned.

Qualifications

• Minimum Education: Bachelor’s degree preferred in related discipline and/or minimum three years of experience in an administrative or business environment demonstrating increasing responsibility and levels of confidentiality.
• Minimum Experience: Two to three years of experience providing support in not-for-profit settings (graduate degree can compensate for some work experience). Familiarity with human resources operations, corporate structure, non-profit boards, operations, business procedures.
• Preferred Field of Expertise: Experience with non-profit management, administration, and human resources.

JOB-SPECIFIC COMPETENCIES REQUIRED:

• Confidentiality – Ability to keep personnel and confidential information confidential. Knowledge of who to necessarily involve during confidential situations.
• Customer Service – positive customer service both internally and externally, strong interpersonal skills and ability to work successfully within a team.
• Self-initiative for organizing work assignments and dependability for production of final documents.
• Recognition of importance and sensitivity of issues to elevate to CEO and/or the Board Chair.
• Demonstrate good judgment.
• Manage and plan for multiple tasks simultaneously and prioritize time accordingly.
• Attention to detail.
• Familiarity with corporate structure, non-profit boards, operations, business procedures.
• Command of writing mechanics, including composition, editing, and proofreading reports and documents, excellent keyboarding and notetaking skills.
• Strong organizational and interpersonal communication skills, excellent oral and written communication skills to carry out deliverables.
• Proficient with Microsoft applications (Word, Excel) and Google Drive and Zoom, as well as learning new technology platforms.
• Experience and comfort working in remote settings and with virtual teams.

What’s In It For You?

• Work for an organization where the mission is inspiring and your colleagues care deeply for the mission and the network of people carrying out that mission.
• Play a key role in helping drive growth, influence impact, and advance efforts to create a more sustainable health care sector and community.
• Be part of an inspirational global network.
• Fantastic benefits!

To Apply or Inquire

Health Care Without Harm and Practice Greenhealth are committed to cultivating and sustaining culturally and ethnically diverse organizations, and to the principles that promote inclusive practices. We believe that systems can only be transformed when a diversity of voices, perspectives, and lived experiences are a part of the movement for change. We are dedicated to building a diverse staff with expertise and interest in addressing systemic racism within our organization and to serve the mission of the organizations in respectful ways. Health Care Without Harm/Practice Greenhealth is an Equal Opportunity Employer.

To apply, upload a cover letter and resume to Kendra Williams, Director of People and Culture, via this link. Questions can be addressed to jobs@hcwh.org . Only competitive candidates will be invited to participate further in the recruitment process. Resume review will begin on May 22, 2023 and interviewing on a rolling basis.