People & Culture Admin Assistant

About Us

Excelsia Injury Care provides management services to a network of healthcare companies, supporting them in delivering comprehensive rehabilitation, diagnostic, surgical, and pain management services for individuals affected by post-traumatic neuro-musculoskeletal injuries. With 95 locations across Idaho, Illinois, Maryland, Missouri, Nevada, New Jersey, Pennsylvania, Utah, and Virginia, we ensure accessible, high-quality care tailored to each patient’s unique needs. Our providers are leaders in personal injury and workers’ compensation care, with a proven track record of helping patients recover and reach their maximum recovery potential.

Our mission is to restore quality of life through patient-centric care, supporting those injured in motor vehicle or work‑related accidents. We take an interdisciplinary approach, ensuring patients receive coordinated care from evaluation through treatment, with the goal of achieving optimal recovery outcomes. Founded on the values of respect and trustworthiness, we are committed to delivering services that adhere to the highest legal, regulatory, and ethical standards.

As responsible corporate citizens, we integrate environmental, social, and governance (ESG) considerations into our business practices, ensuring that we positively impact the healthcare companies we serve, our employees, and the communities we reach.

The Administrative Assistant provides primary administrative and operational support to the Human Resources department. This role is responsible for maintaining accurate employee records, supporting onboarding and training processes, assisting with compliance tracking, and ensuring HR systems are up to date. The position also provides limited administrative support to the Executive Leadership Team, including coordinating travel arrangements, processing expense reimbursements, and consolidating leadership materials for executive reporting.

This role plays a key part in ensuring efficient HR operations and maintaining compliance across the organization.

• Maintain accurate employee data across HR systems, including UKG, Redzone, Snappy, Samba Safety, Pro Learning, and other HR and compliance platforms
• Add new hires, remove terminated employees, and update employee information to ensure system accuracy
• Process employee status changes, including filing approvals, updating HRIS records, and notifying Payroll
• Prepare and distribute weekly active employee reports, including employee contact information, department, job title, and manager
• Upload employee data to external platforms, including Grant Circle and Verify Comply
• Maintain organized electronic employee personnel files and ensure proper file structure and documentation

• Maintain training tracking spreadsheets and monitor/drive completion of required training programs, including Cyberhoot, and issue all coaching forms and initiate disciplinary action as per Excelsia Training & Required Acknowledgement Completion Policy & Procedure
• Conduct follow ups at two week and four week intervals to ensure completion of required training
• Pull employee information from Compliance and ensure accuracy of employee status, title, manager, and employment status
• Assist with EMR training tracking and reassignment updates

• Track provider license, certification, and insurance expiration dates beginning six months prior to expiration
• Maintain the provider credential tracking spreadsheets and ensure accuracy
• Assist with provider onboarding and ensure required documentation is complete and properly filed
• Process Certificates of Insurance renewals, file documentation, and distribute updated certificates to providers
• Maintain provider files and ensure confidential information is appropriately stored

• Assist with onboarding activities, including preparing orientation materials, collecting I-9 documentation, and assisting new hires with system access
• Respond to employee requests for employment verification letters and other employment…