Provide administrative support for development, implementation and evaluation of programs, projects, initiatives, tours and events within the organization development department, while proactively working to resolve all questions and concerns to provide “red carpet service” to meet and/or exceed the needs of the customer. Provide administrative support to the System Director, Organization Development and department as they work to identify organization development needs at the group and individual level. Embodies the Memorial Health System Values of Safety, Integrity, Quality and Stewardship that support our mission and vision.

1. Supports Organization Development programs from initiation to conclusion. Supports coordination of new colleague onboarding and ensures coordination of inventory and distribution of materials and supplies related to OD programs and offerings.

2. Provides support for the department by processing of ordering and payment of items for the department. Responsibilities include maintaining records of purchases and budgeted amounts; and updating budget spreadsheet on a weekly basis with purchases. Responsible for updating the departments’ expenses and budget against financial reports on a monthly basis, and providing accurate and timely update to leadership. Responsible for communicating with Finance any adjustments or changes, as well as conducting monthly review of P card transactions to submit to leader for approval. Processes monthly mileage reports for members of the team, and validates and prepares travel documentation for all department colleagues for leadership approval.

3. Provides administrative support for the System Director, Organization Development by maintaining daily schedule, coordinating meetings, screening and distributing incoming mail and responding to routine correspondence; triaging phone calls; managing files, greeting visitors and ascertaining nature of business and direct to appropriate individual; managing paper flow for approval/authorization, etc.

4. Actively supports leadership with tasks related to colleagues to support efficient and effective functioning of the division. Includes processing and updating colleague time off requests by compiling requests, updating leader calendar, and reviewing time cards on a bi weekly basis. Ensures colleague recording of time is accurate and complete, and notifies leader when ready for approval.  Responsible for maintaining colleague files, assisting with completion of items on onboarding checklist for new colleagues, processing of colleague reimbursements, and preparing items for leadership signatures, etc.

5. Serves as convener to department meetings by coordinating meeting agendas, locations, times and recording, transcribing and distributing meeting follow up. Responsible for querying appropriate individuals to create meeting agendas, and ensure all aspects of meeting prep, note taking, action items and follow through are captured and communicated effectively. Maintains strict confidentiality concerning all discussions and decisions.

6. Provides administrative support for Organization Development Division programming. Works in partnership with colleagues to ensure all projects are appropriately documented, planned, controlled, communicated and executed.

7. Requisitions supplies and equipment as needed for learning opportunities and programs. Assists in the care and maintenance of department equipment, supplies, and the Memorial Center for Learning and Innovation.

8. Serves as a thought partner and committed resource to ensure that MHS is able to develop the capabilities and capacities of our healthcare workforce to meet current and future business demands and promotes a culture of continuous learning and improvement to support the strategies and goals of Memorial Health System.

9. Serves as backup for the Executive Assistant for the Vice President, Organization Development and Chief Learning Officer during scheduled or prolonged absences.

10. Manages large amounts of sensitive, confidential information concerning personnel, financial, strategic, and business information contained in minutes, letters and other documents, as well as through meetings, discussions and interventions. Maintains strict confidentiality concerning all correspondence and job related activities. Develops and maintains productive relationships with System Leadership Team, leaders, and employees, to aid in MHS goal and objective accomplishment.

11. Serves as resource person on committees, task forces, meetings and activities to assist the hospital and system achieve strategic objectives.

12. Maintains professional affiliations as appropriate. Enhances professional growth and development through participation in education programs, current literature, in-service meetings/ seminars, and workshops.

13. Performs other related work as required or requested.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job.  Incumbents may be requested to perform tasks other than those specifically presented in this description.