Wellness Coordinator & Admin Assistant

Reports to the Director of Associate Population Health. Supports the Employee Health and Associate Wellness teams by assisting in planning, development, implementation, and monitoring of company‑wide total wellbeing initiatives, while also performing key administrative and clerical duties. This role facilitates appointments, maintains accurate records, coordinates communications, and ensures smooth daily operations for both Employee Health and the Associate Wellness program.

• Mission:
  We deliver outstanding care, inspire health, and connect with heart.
• Values:
  Trust. Respect. Integrity. Compassion.
• Service Goals:
  Personally connect. Keep everyone informed. Be on their team.

• 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.

• Work with vendors and internal parties regarding annual plan set‑up, scheduling, and communication of program.
• Track program participation and communicate non‑participant information to vendors as necessary.
• Work closely with the PBM to establish 340B program eligibility based on participation results.
• Communicate results of the annual program with associates and assist with the development of future wellness programs and initiatives based on these results.
• Coordinate annual wellness celebration activities.
• Participate as a member of the Total Wellbeing Committee.
• Answer employee questions regarding wellbeing programs.
• Manage and track monthly billings and premium payments for the Wellness program.
• Assist in drafting employee communications with respect to wellbeing programming to provide continuing education.
• Implement wellbeing‑related activities (e.g., health screenings, lunch‑and‑learn seminars, fitness classes).
• Stay current on national wellness initiatives and maintain a network of resources to enhance participation.

• Serve as a contact for employees across all Beacon entities for benefits‑related questions or concerns.
• Respond in a timely manner to inquiries (phone, email, or in person) and explain various benefits including paid time off, health/dental/life insurance, FSA, COBRA, tuition reimbursement, employee discounts, and other applicable benefits.
• Develop and maintain strong working relationships with third‑party administrators and other vendors.
• Play a key role in activities related to Open Enrollment, including communications and employee support.
• Communicate with the Benefits and Compensation Administrator regarding adjustments to employee data maintained in People Soft.

• Perform special projects as assigned.

• Attend and participate in department meetings and be accountable for all information shared.
• Complete mandatory education, annual competencies and department‑specific education within established time frames.
• Complete annual employee health requirements within established time frames.
• Maintain license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilize appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adhere to regulatory agency requirements, survey process and compliance.
• Comply with…