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HR EXECUTIVE ASSISTANT

DATE POSTED: 01/22/2025

JOB TITLE:  HR Executive Assistant

RECRUITMENT NO: HHSC 01-25

POSITION STATUS: Exempt/Full-Time w/ Benefits

LOCATION:  Hawaii Health Systems Corporation (HHSC), Corporate, Honolulu, HI

SALARY RANGE: $73,798

JOB DUTIES:  The Human Resources (HR) Office develops policies, directs and coordinates system-wide human resources activities such as employment, labor relations, classification, compensation, employee transactions, employee relations, workers’ compensation, benefits, and training.  The HR Office is responsible for the Corporation’s human resources management programs and works closely with the Corporate and Regional leadership, management of the various hospital facilities, State and County agencies, and the Unions.

The HR Executive Assistant is responsible for providing high-level administrative support to the Vice President and Chief Human Resources Officer.  Assignments include organizing and coordinating multiple concurrent activities and interacting with individuals and groups at all levels in HHSC, as well as outside of HHSC, and performing other duties as assigned.

MAJOR DUTIES & RESPONSIBILITIES

The HR Executive Assistant provides confidential technical and administrative support to the Vice President and Chief Human Resources Officer (VP&CHRO) in all matters affecting personnel and is primarily responsible for the following:

Key Responsibilities (70%)

1. Coordinate and support the VP&CHRO for meetings such as the Regional Chief Human Resources Officer (RCHRO), Personnel and Compensation (P&C) and HR Staff, assist in Board related matters, and other meetings as assigned. Organize and prepare for meetings, including but not limited to preparing agenda, gathering documents, taking minutes, set up, recording and monitoring the video teleconferencing system and attending to logistics of meetings.
2. Prioritize the P&C and RCHRO meetings based on the importance and ensure all necessary preparations and minutes are completed in a timely manner and ensure timely distribution of these meetings for review and approval.
3. Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the system-wide operations of HHSC.
4. Coordinate VP&CHRO’s schedule and calendar management. Schedule appointments, meetings, and conferences and coordinate with internal and external stakeholders to ensure the VP&CHRO’s time is optimized.  Prioritize and reschedule appointments as necessary to accommodate urgent matters.
5. Manage effective communication between the VP&CHRO and other employees, partners and stakeholders. Respond to inquiries and requests in a timely manner.
6. Prioritize emails and respond when necessary.
7. Compile, reconcile and/or process expense reports.
8. Manage correspondence, memos, reports, invoices, etc.
9. Screen visitors and decide if they should be allowed to meet with the VP&CHRO.
10. Review incoming and outgoing documents (correspondence, memos, invoices, etc.) and redistributing/processing them as necessary.
11. Organize and maintain the office filing system.
12. Research and organize data as requested and based on the VP&CHRO needs and deadlines.
13. Assist the VP&CHRO with special projects.
14. Assist the VP&CHRO in prioritizing tasks and managing workloads. Anticipate needs and proactively take action to ensure urgent tasks are addressed promptly.
15. Assist and maintain various departmental application systems (certification, contracts, employee appraisal, SharePoint, etc.).
16. Gather and merge data to complete annual local, state, and federal reports.
17. Manage information flow in a timely and accurate manner. Flag urgent matters for immediate attention.
18. Assess various situations, including incoming requests, inquiries, and issues, and determine urgency, importance, and appropriate course of action.

HR Support (20%)

1. Coordinate travel and accommodation arrangements as required for VP&CHRO, HR Staff and other staff as assigned. Prioritizes and align VP&CHRO’s travel arrangements based on the urgency and importance.
2. Serve as the Merit Appeals Board (MAB) Executive Assistant; coordinate and schedule the MAB hearings as necessary; organize and prepare for the hearing, including gathering documents and attending to the logistics for the hearing, taking minutes of the hearing and providing support to the MAB Board members; responsible for set up, recording and monitoring the video teleconferencing system for the meetings.
3. Arrange for the procurement of necessary supplies, equipment, and material for HR. Recommend to the VP&CHRO new or enhanced supplies, material and equipment.  Order and maintain supplies for HR.
4. Schedule, plan and coordinate events for the HR (training, committee meetings, negotiations, etc.).
5. Assist HR staff in any major rush or priority projects.

Other Duties (10%)

1. HR receptionist (knowledgeable with HHSC operations to greet and direct visitor to appropriate staff/department).
2. Assume coverage for other secretaries as assigned.
3. Require a driver’s license to include but not limited to dropping off mail at the post office, picking up paychecks, attending/coordinating off-site meetings, etc.
4. Perform a variety of other duties as required/assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements.  Please note that unless specifically indicated, the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

EDUCATION: High school degree or equivalent required.  Bachelor’s degree is desired.

EXPERIENCE: Three (3) to five (5) years of work experience as an Executive Assistant, Administrative Assistant or similar role, preferable experience in the HR field.  Must be proficient in Microsoft Office.

CERTIFICATION:  None.

LICENSE: Possession of a valid State of Hawai’i driver’s license (Class 3) or any other valid comparable driver’s license.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Strong time-management skills and ability to organize and coordinate multiple concurrent projects
• Maintain the utmost confidentiality regarding sensitive information and company matters
• Handle sensitive documents and communications with discretion and professionalism Ability to function well in a high-paced environment
• Ability to communication effectively and professionally
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Strong attention to details

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS: Employee must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation.  May be required to work long and irregular hours to support the VP&CHRO on special projects.

DATE POSTED: 08/28/2024

POSITION TITLE: Materials Management Analyst/Project Manager

RECRUITMENT NO: HHSC 06-24

POSITION STATUS: Permanent, Full-Time

POSITION LOCATION: Hawaii Health Systems Corporation (HHSC), Corporate Office, Honolulu, HI

SALARY RANGE: $73,798 (Exempt;BU00)

JOB DUTIES: This position is responsible for coordination and/or implementation of system conversion and communication with regional/facility points of contact; aggregation of materials data for analyses related to utilization, contract compliance, and potential conversion-related opportunities to be presented to HHSC leadership. The Materials Management Analyst/Project Manager shall also work with regions/facilities on materials management-related issues to achieve resolution.

MAJOR DUTIES AND RESPONSIBILITIES:

A. Materials Management 90%

1. Complete analytics to provide financial incentive and support for clinical acceptable use to guide system standardization, as assigned.

2. Assist with navigation of standardized Group Purchase Organization (GPO) procurement functions of HHSC, work with prime vendors, implementation of alternative purchasing solutions, and working with other healthcare organizations for group purchasing agreements.

3. Assist with the review and implementation of a central system of Group Purchase Organization (GPO) contracts and programs, for commodities and services, and programs for aggregation management, storage, and distribution management in order to assure system-wide standardization, where appropriate, efficient and cost savings initiatives are implemented.

4. Manage projects related to primary focus of materials management in identifying and achieving savings or cost avoidance from system-level and system-wide standardization and review procurement options to enhance clinical preference options and savings opportunities through system-wide and multi-region aggregation.

5. Serves as the alternate HHSC system liaison between HHSC region/facilities and the Hawaii State Procurement Office by providing input and guidance regarding associated procurement regulations and governing rules related to group purchase organization and cooperative purchase solutions.

6. Creates reports on system wide standardization, cost avoidance, and savings initiatives with impact to region/facilities, and other reports, as requested.

7. Provide assistance, as needed to the HHSC system representative of the West Coast Purchasing Coalition (WCPC) Operations Committee and fills in for the HHSC Director of Materials Management as the HHSC system representative to the WCPC Operations Committee, when necessary.

8. Responsible for coordinating and monitoring of HHSC Fleet Management with regards to fleet insurance through DAGS, State Exempt Licensing for regional facilities through Honolulu, Department of Motor Vehicles (DMV) and maintains inventory list of HHSC Fleet.

B. Other Duties 10%
1. Participates in Corporate staff site visits at HHSC facility materials management offices as needed.
2. Performs other duties as assigned by the Director of Materials Management.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

A. Education: Graduation from an accredited four (4) year college or university with a bachelor’s degree.
B. Experience: At least five (5) years’ experience or knowledge in hospital materials management, including work with GPO contracts and programs as well as management and implementation of cost savings programs and conversions.
C. Certification: None.
D. Licensure: None.

DESIRED SKILLS:

The candidate must have the ability to work within a decentralized purchasing system with operations between the HHSC regions and multiple facilities to include compilation and standardization of facility supply catalogs, work with cross functional value assessment teams, and assist with implementation of processes. Candidate should have strong communication skills both written and verbal. Proficiency with Microsoft Office with ability to utilize those tools to gather data, compile analytics, and ability to communicate a recommended course of action based upon analytics. Knowledge of State of Hawaii government procurement regulations and governing rules is desired. The individual needs to have the skill to recommend clear, actionable proposals based upon analysis to improve practices and patient outcomes with reference to clinical recommendations of the manufacturer. Project management certification is desired.

WORKING CONDITIONS: Employee must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation.

The position will work in an office environment with prolonged sitting. Occasional travel may be required to field activities for fact finding, activity review and determination of activity performance. The work is sedentary with occasional need to assist in transporting office supplies, relocating office equipment, etc.

All Hawaii Health Systems Corporation are Nicotine Free

An Equal Opportunity Employer

ALL JOB VACANCIES WILL BE POSTED FOR A MINIMUM OF TEN (10) CALENDAR DAYS

DATE POSTED:  June 19, 2024

POSITION TITLE: Director of IT Security

RECRUITMENT NO:  HHSC 04-24

POSITION STATUS: Exempt/Full-Time with Benefits

LOCATION:  Hawaii Health Systems Corporation (HHSC), Corporate, Honolulu, HI

SALARY RANGE: $$144,785 – $173,742 per year

JOB DUTIES:

The Director of IT Security’s primary function is the design, oversight and ongoing management of the information security program, including policies, procedures, technical systems, and workforce training in order to maintain the confidentiality, integrity, and availability of data within the organization information systems framework. The Director of IT Security’s role addresses electronic system architecture and functionality as it affects safeguards of Protected Health Information (PHI) and business information assets. The Corporate Office is located in Leahi Hospital, Honolulu, Hawaii.

The Director of IT Security acts as a focus and resource for the organization’s information security matters. Works with those in corresponding roles at the hospitals. Takes direction from the VP & Chief Information Officer to achieve the goals of the organization. Investigates and recommends secure solutions that implement information security policy and standards. Coordinates Office of Information Security activities and works with staff as required. Oversees, implements, and monitors the security requirements levied by Federal and State Rules and Regulations.

MAJOR DUTIES & RESPONSIBILITIES:

A.  IT Security and Audit      50%

1. Designs and performs information systems audits, critical responsibilities for this duty include but are not limited to:
   1. For each HHSC information system that contains confidential information, such as, Protected Health Information (PHI) or Personally Identifiable Information (PII), design, build, test and utilize audit reports that highlight information security breaches.
   2. Develop policies, procedures and standard reports for identifying and/or verifying potential breach of information security, confidentiality and privacy.
   3. Establish a proactive audit process that reviews IT Security policy compliance of HHSC employees once per year.
   4. Create new information system audits as part of all system implementations managing patient information.
   5. Modify existing information system audits as part of all system upgrades managing patient information.
   6. Develop, maintain and utilize system for tracking all audit results (proactive and reactive).
   7. Work with Human Resources, Compliance, and Legal to address any confirmed breach situations.
2. Designs and performs Internet access and usage audits; critical responsibilities for this duty include but are not limited to
   1. Participate in the selection of an Internet monitoring solution.
   2. Design, build, test and utilize Internet access and monitoring reports that highlight employee abuse of the privilege.
   3. Develop policies, procedures and standard reports for identifying and/or verifying abuse of Internet privilege.
   4. Establish a proactive audit process that reviews each HHSC employee once per year (as available via Active Directory log-ins).
   5. Identify and block inappropriate Web Sites.
   6. Work with Human Resources to address any confirmed abuse situations.
3. Provides application support and security administration activities for assigned software applications as they are assigned by IT Leadership as defined in the IT Staffing Application and Project matrix; critical responsibilities for this duty include but are not limited to:
   1. Responsible for ensuring System/Data owners maintain security management controls for application dictionaries and user profiles which impact system and user security.
   2. Review and audit the process to maintain system security for administering user codes and passwords.
   3. Review and audit the process to maintain system security for granting and removing access to IT department key punch doors or electronic swipe auto locks.
   4. Develop a collaboration information sharing process with Human Resources to ensure that IT receives timely and accurate terminations, transfers and new hire information.
4. Champions continuous readiness of security regulations; critical responsibilities for this duty include but are not limited to:
   1. Chair the Information Security Workgroup.
   2. Facilitate work group meetings, status meetings and any other brainstorming type of meetings related to information security.
   3. Perform walkthroughs with HHSC Corporate Compliance & Privacy Officer to identify existing non-compliance areas and issues.
   4. Track and actively work to resolve non-compliance issues identified through the Security Workgroup and/or walkthroughs.
   5. On a routine basis, select an information security consulting firm to perform internal/external vulnerability assessment.
   6. Manage the relationship with the information security partner coordinate all aspects of the security assessment projects.
5. Serves as HHSC educator for information security; critical responsibilities for this duty include but are not limited to developing content for:
   1. General Orientation.
   2. Annual job specific role-based access training.
   3. IT department in-services.

B.  Information Security      45%

1. Establish an information security program and management infrastructure to ensure that technology risks are identified and managed.
2. Advise senior management about risks to the business due to the implementation of technology used to operate the business.
3. Serve the role of Chief Information Security Officer to provide system-wide staff with a single point of contact for all issues involving information security including, but not limited to, general questions regarding information security, physical security of computers and facilities in which they are located, security alerts, viruses and breaches of security.
4. Inform Executive Management of security breaches, information and related physical security issues and risks.
5. Implement and maintain a process for defining the organization’s goals and objectives for information and related physical security.
6. Review and advise on Security audit recommendations and responses.
7. Ensures information security policies and procedures are established and implemented and contingency plans are in place that will provide continuing operations in the event of an emergency. Contingency plans would include disaster recovery procedures and emergency mode operation plans are in place.
8. Assist Legal and Compliance with E-Discovery.
9. Analyze and evaluate new technologies for cost effective, efficient operation, and adherence to healthcare security requirements to support the HHSC environment; prepare feasibility studies, monitor technical design in relation to security changes.
10. Identify opportunities for improving financial/clinical security processes through automation; prepare proposals to develop new systems or enhancements to existing systems.
11. Determine allocation of resources and install schedules.
12. Assure proper planning, engineering, documentation, installation and testing of systems to meet end user requirement; manage system maintenance activities.
13. Prepare budgetary cost estimates and develop project implementation proposals, documentation and scheduling; write technical specifications and request for proposals.

C. Other Duties                5%

1. Works with Corporate Compliance & Privacy Officer to ensure information security policies and procedures are meeting all regulatory requirements.
2. Performs other duties as assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements.  Please note that unless specifically indicated, the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

EDUCATION:  A Bachelor’s degree from an accredited university or college or equivalent work experience.

EXPERIENCE: Must have five (5) years general experience with functions pertaining to IT Security, Privacy, and Confidentiality; managing security projects, strategic planning related to security, and quality control support.   Five (5) years management experience in IT security and/or managing a technical team in an information technology environment.

CERTIFICATION: Certification as a Certified Information Systems Security Professional is preferred. Knowledge of HIPAA, NIST CSF, and IT security best practices.

LICENSE:  None

KNOWLEDGE AND ABILITIES:

Knowledge of:  All areas of information and related physical security including but not limited to security alerts, warnings, computer virus activity, and advances in security techniques.  Information use and flow in the organization, and understanding the rules and regulations pertaining to information security and confidentiality at both federal and state levels and healthcare industry standards.  Broad knowledge of current technical and procedural techniques in information and related physical security.

Ability to: Manage and direct workers including the ability to provide counseling and mediation; communicate effectively both orally and in writing; communicate clear expectation to subordinates and motivate them to perform effectively; establish and maintain good working relations with department personnel, staff, vendors, peer, and management; understand and learn a variety of business procedures and processes; develop new approaches and solutions outside of existing theories and principles; engage in high level consulting; advise and interpret policies, procedures and standards, prioritize requests for services.

Communicate technical, application and security related concepts to a broad range of technical and non-technical staff.  Identify and evaluate information and related physical security risks and exposures.  Establish liaisons with internal and external constituencies with respect to information and related physical security matters.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work to be performed primarily in an HHSC office setting.  Incumbent may be required to attend meetings in the Honolulu office, at locations throughout Oahu and throughout the State of Hawaii, and potentially the mainland United States.  Travel may require occasional overnight stays of one or more days out of town, or out of state.  Light lifting and carrying of papers and books up to fifty pounds will occasionally be required.  Occasionally and on short notice throughout the year incumbent will be required to work long, additional hours in the evenings and on weekends and holidays.

Please provide three (3) professional references (name, job title, employer, work/cell number and email), along with your salary expectation. 

HUMAN RESOURCES GENERALIST

DATE POSTED: 3/12/24

POSITION TITLE: HUMAN RESOURCES GENERALIST

RECRUITMENT NO: HHSC 02-24

JOB STATUS: Exempt/Full-Time w/Benefits

LOCATION:  Hawaii Health Systems Corporation – Human Resources

SALARY: $65,567/year

JOB DUTIES:

A. Key HR Duties (70%)

1. Learn to develop, plan, coordinate and execute various personnel or human resources-related programs/activities/projects for the Corporation. This includes but not limited to the following functional areas:

a.  Human Resources Information Technology

1. 1. 1. 1. Provide support and assistance in the development, implementation and maintenance of the HRIS system, ensuring accurate data in the HRIS system.
         2. Provide user support and troubleshooting assistance for HRIS related inquiries from the end-users, including employees and managers.
         3. Generate reports, interfaces and data analytics.
         4. Assists in the development and delivery of training materials.
         5. Provides administrative assistance in tracking invoices, work orders, issues and resolutions as needed.

• •  b.  Recruitment and Employment

1. 1. 1. 1. Develop and implement recruitment strategies to attach and hire qualified candidates.
         2. Manage the entire recruitment process to include, but not limited to, job postings, review resumes, assess candidate qualification, collaborate and provide guidance to hiring managers, process offer and pre-employment requirements.
         3. Create and maintain a positive experience for onboarding activities for a new employee. Ensure completion and timely submittal of new employee forms and benefit forms.
         4. Participate in career fairs and other workforce development activities to promote the organization, attract qualified candidates and create a talent pipeline.
         5. Conduct studies and gathering information and materials of methods, techniques, and publications in the area of placement and employment.
         6. Coordinate the recruitment program to insure compliance to rules, regulations, and laws.
         7. Assist in the development and implementation of HR programs, policies and procedures and guidelines.
         8. Provide administrative assistance to the daily and routine operations in HR.

c.  Employee Transactions and Benefits

1. 1. 1. 1. Review new hire paperwork and assists in entering of new hire and existing employees into the data in the HRIS database.
         2. Provide assistance to employee transactions related activities to include, but not limited to, processing other employee transaction actions, tracking employee transaction act
         3. Learn the provisions of the collective bargaining contracts and executive orders as it applies to employee transactions.
         4. Provide employment verification and personnel information as requested.
         5. Review and audit employee data for accurate information in the system.

B. Employee/Personnel Relations (20%)

1. Learn the HR policies and rules to provide interpretation, direction, training, general guidance, and counsel to Corporate and regional facility administration, managers, staff, and employees in various areas of responsibility.
2. Maintains open communication channels with various agencies, departments, and external organizations.

C. Performs other duties as assigned (10%)

THE MINIMUM QUALIFICATION REQUIREMENTS ARE:  Applicants must meet all of the following requirements.  Please note that unless specifically indicated, the required education and experiences may not be gained concurrently.  In addition, qualifying work experiences are based on a 40-hour week.

EDUCATION, EXPERIENCE, CERTIFICATION AND LICENSURE

Education:  Graduation from accredited college or university with a bachelor’s degree is preferred.

Experience:  Progressively responsible experience in administrative, professional or other analytical work experience is desired.  Position requires to be on-site.

Certificates/Licenses:  None required.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Pertinent State and Federal laws, rules, regulations and procedures; general office work; familiarity with Human Resources functions and HRIS systems.  Proficiency in Microsoft Office Suite, particularly Excel, for data gathering, analysis and report.

Skills: Excellent verbal and written communication skills; good organization, attention to detail and time management skills.  Strong analytical and problem-solving skills, with a proactive and solution-oriented mindset.

Ability to: Analyze, interpret, apply and evaluate facts; use tact, discretion and maintain confidential information; use databases and word processing programs; be resourceful, innovative and proactive to support their executive leader.  Ability to prioritize tasks in a fast-paced environment.  Ability to work independently and collaboratively as part of a team.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

Employee must meet the health and physical requirements deemed necessary to efficiently and safely perform the essential functions of the position with or without reasonable accommodation.  This position is subject to long hours and many interruptions.