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.

Job Summary

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.

Duties/Responsibilities

Human Resources Systems Administration and Data Management

• 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
  
  

Training and Compliance Tracking

• 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
  
  

Provider Credentialing and Support

• 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
  
  

Employee Lifecycle and HR Operations Support

• 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 documentation
• Maintain employee recognition programs, including birthday and anniversary reports and coordination of recognition gifts
• Maintain employee recognition platforms and ensure participant lists are accurate and up to date
• Assist with unemployment claims administration and reporting of new hires in applicable states
• Support HR leadership with reporting, documentation, and special projects
  
  

Compliance, Safety, and Reporting

• Maintain Samba Safety records, including adding new drivers, removing terminated employees, and monitoring driver safety scores
• Assist with follow up for employees with elevated safety scores, as directed
• Support annual payroll and accounting audits by gathering and providing requested documentation
  
  

Executive Support

• Coordinate travel arrangements for Executive Leadership Team members, including flights, hotels, and transportation, as requested
• Prepare and submit expense reimbursement reports on behalf of Executive Leadership Team members
• Collect PowerPoint slides and updates from organizational leaders and consolidate materials into a single weekly presentation for the CEO
• Ensure presentation materials are properly formatted and delivered in accordance with established deadlines
  
  

Administrative Support

• Maintain organized HR filing systems and documentation
• Create shipping labels and coordinate document delivery as needed
• Provide administrative support to ensure efficient daily HR operations
• Performs other duties as assigned
  
  

Required Skills/Abilities

• Strong attention to detail and organizational skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines
• Proficiency in Microsoft Office, including Excel, Outlook, and PowerPoint
  
  

Education And Experience

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred
• One to three years of administrative, human resources, or office support experience preferred
• Experience working with HRIS systems, including UKG, preferred
  
  

Physical Requirements

• May require occasional lifting of files or materials up to 15 pounds
  
  

Diversity Statement

Excelsia Injury Care is an equal opportunity employer. We commit to a policy of nondiscrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, creed, gender, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic predisposition, marital, civil union or partnership status, sexual orientation, gender identity, or any other consideration protected by federal, state or local laws.