Job Description

The on-site Wellness Coordinator & Administrative Assistant will report to the Director of Associate Population Health. Supports the Employee Health and Associate Wellness teams by assisting in the planning, development, implementation, and monitoring of company-wide total wellbeing initiatives, while also performing key administrative and clerical duties. This role helps facilitate appointments, maintain accurate records, coordinate communications, and ensure smooth daily operations for both Employee Health and the Associate Wellness program.

Employee Health & Administrative Support

• Serve as the primary administrative assistant for Employee Health and the Associate Wellness team.
• Schedule and confirm Employee Health and wellness appointments.
• Assist with data entry, chart maintenance, and document management within Employee Health record systems.
• Manage incoming calls, emails, and correspondence related to Employee Health and wellness appointments.
• Support staff with clerical tasks, including filing, scanning, faxing, copying, and preparing packets or materials for clinics and screenings.
• Maintain office supplies, inventory, and assist with vendor coordination for Employee Health clinics.
• Provide administrative support for compliance tracking, reporting, and communication related to vaccinations, screenings, and wellbeing initiatives.

Coordinates Associate Wellness Benefit Programs by:

• Working with vendors and internal parties regarding annual plan set-up, scheduling, and communication of program.
• Tracking program participation and communicating non-participant information to vendors as necessary.
• Working closely with the PBM to establish 340B program eligibility based on participation results.
• Communicating results of the annual program with associates and assisting with the development of future wellness programs and initiatives based on these results.
• Coordinating annual wellness celebration activities.
• Participating as a member of the Total Wellbeing Committee.
• Answering employee questions regarding wellbeing programs.
• Managing and tracking monthly billings and premium payments for the Wellness program.
• Assisting in drafting employee communications with respect to wellbeing programming to provide continuing education.
• Implementing wellbeing-related activities (e.g., health screenings, lunch-and-learn seminars, fitness classes).
• Staying current on national wellness initiatives and maintaining a network of resources to enhance participation.

Acts as a Liaison with Benefit Plan Third-Party Administrators by:

• Serving as a contact for employees across all Beacon entities for benefits-related questions or concerns.
• Responding in a timely manner to inquiries (phone, email, or in person) and explaining various benefits including paid time off, health/dental/life insurance, FSA, COBRA, tuition reimbursement, employee discounts, and other applicable benefits.
• Developing and maintaining strong working relationships with Third-Party Administrators and other vendors.
• Playing a key role in activities related to Open Enrollment, including communications and employee support.
• Communicating with the Benefits and Compensation Administrator regarding adjustments to employee data maintained in PeopleSoft (e.g., benefits added or terminated).

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Performing special projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department-specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout the fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

Associate’s degree required; bachelor’s degree in Human Resources, Business Administration, or related field preferred. Three to five years of related administrative or HR experience, preferably within a healthcare or wellness environment. Experience supporting Employee Health, wellness, or benefit programs strongly preferred.

Knowledge & Skills

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfortable learning HR/health databases.

• Excellent organizational, customer service, and communication skills (written and verbal).

• Strong attention to detail, accuracy, and confidentiality.

• Ability to work independently, manage multiple projects, and prioritize competing tasks.

• Professional demeanor with the ability to interact effectively with employees, leadership, and vendors.

• Demonstrated flexibility, discretion, and a service-oriented mindset.

Working Conditions

• Primarily office-based with occasional onsite presence at Employee Health clinics or wellness events. A fast-paced environment that requires adaptability and strong time management skills.

Physical Demands

• Requires physical ability to perform administrative tasks (sitting, standing, light lifting, bending, walking to clinic areas).

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