About this role
About HealthCare Access Maryland (HCAM):
HealthCare Access Maryland (HCAM) is a nonprofit organization dedicated to making Maryland healthier by connecting residents to health insurance coverage and providing comprehensive care coordination. Each year, HCAM assists over 80,000 individuals across the state, offering personalized guidance, health education, and advocacy to ensure every Marylander has an equal opportunity to achieve optimal health.
Job Summary
The People & Culture Intern provides administrative and project support to the People & Culture department. This role supports employee records management, SharePoint administration, leave and accommodation tracking, inbox monitoring, employee engagement initiatives, and department workflow management. The intern plays a key role in maintaining organized employee records, supporting compliance efforts, improving operational efficiency, and enhancing the employee experience.
This position offers hands-on experience in human resources, employee experience, organizational operations, compliance, records management, and workplace culture within a mission-driven organization.
Duties and Responsibilities
The primary responsibilities of this position are:
Employee Records Management & Digitization
- Scan paper personnel files and convert employee records into electronic format.
- Upload, organize, and maintain employee records within SharePoint.
- Ensure employee files follow established naming conventions and organizational standards.
- Conduct personnel file audits to identify missing or incomplete documentation.
- Assist with records retention and file cleanup initiatives.
- Maintain secure, organized, and audit-ready employee records.
- Support the department's transition from paper personnel files to digital records.
SharePoint Administration & Workflow Support
- Maintain employee file folders and People & Culture document libraries within SharePoint.
- Organize department resources, forms, and templates.
- Monitor SharePoint workflows and automated processes for accuracy and completion.
- Verify that employee information entered into SharePoint lists is complete and accurate.
- Assist with department process improvement initiatives and digital workflow management.
Leave Administration Support
- Monitor leave requests and assist with tracking employee leave activity.
- Enter leave information into SharePoint tracking lists to initiate automated communications and workflow processes.
- Maintain leave tracking records and supporting documentation.
- Follow up with employees regarding outstanding leave documentation and required forms.
- Assist with monitoring leave deadlines and administrative requirements.
- Escalate employee questions or concerns to the People & Culture Partner as appropriate.
Accommodation Tracking & Administrative Support
- Maintain tracking of approved workplace accommodations.
- Monitor accommodation review dates, renewal deadlines, and documentation requirements.
- Enter and maintain accommodation information within approved SharePoint tracking systems.
- Follow up with employees and managers regarding required documentation and scheduled review dates.
- Ensure accommodation records are accurately maintained and securely stored.
- Escalate accommodation concerns, requests for modification, or compliance issues to the People & Culture Partner or Director.
People & Culture Inbox Support
- Monitor the People & Culture inbox throughout the day.
- Acknowledge receipt of employee inquiries and requests.
- Respond to routine questions using approved resources and templates.
- Route inquiries to the appropriate team member.
- Track requests to ensure timely follow-up and resolution.
- Escalate confidential, sensitive, or complex matters to the appropriate People & Culture team member.
Employee Engagement & Wellness Support
- Assist with Wellness Wednesday initiatives and employee engagement activities.
- Support employee recognition programs, celebrations, and special events.
- Coordinate event logistics, communications, and participation tracking.
- Prepare engagement materials and communications.
- Assist with employee surveys, feedback initiatives, and culture-building activities.
- Support special People & Culture projects as assigned.
Administrative & Project Support
- Assist with special projects and departmental initiatives.
- Support document collection efforts, file audits, and compliance activities.
- Maintain project trackers and workflow status updates.
- Assist with preparation for audits, file reviews, and organizational initiatives.
- Provide general administrative support to the People & Culture team.
QUALIFICATIONS:
Education, Experience, Certifications and Licensures:
Currently enrolled in an Associate's, Bachelor's, or Master's degree program in:
- Human Resources
- Business Administration
- Organizational Leadership
- Public Administration
- Psychology
- Communications
- Or a related field
KNOWLEDGE, SKILLS & ABILITIES
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office 365 applications.
- Experience with SharePoint, Excel, or records management systems preferred.
- Ability to work independently and manage multiple priorities.
Compensation
In compliance with Maryland's wage transparency requirements, the compensation for this role has been included in the posting. Additionally, the benefits package includes vacation, sick, personal, and mental health leave, a 401k retirement plan with employer match, medical, dental, life, short-term and long-term disability insurance, company-paid life insurance, voluntary life insurance options, Health Savings Account (HSA) and Flexible Spending Account (FSA) options, and a voluntary emergency savings fund with employer match.
EEO Statement
HealthCare Access Maryland provides equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other protected classification. Equal employment opportunity includes, but is not limited to, hiring, training, promotion, demotion, transfer, leaves of absence, and termination. HealthCare Access Maryland takes allegations of discrimination, harassment, and retaliation seriously and will promptly investigate when such behavior is reported.
Safety & Health Responsibilities:
HCAM is committed to providing and maintaining a safe, secure and healthy work environment for all employees, clients served, volunteers and visitors. As part of this commitment, HCAM has developed safety, security and occupational health policies, practices, and standards.
With this understanding, all employees are required to: Adhere to all local, state and federal safety and environmental codes, ordinances, standards and laws; adhere to all HCAM and local safety plans, policies, practices and standards; be aware of and follow all safety rules of your work site; report any unsafe conditions or accidents to your supervisor; practice standard precautions (formerly universal precautions) at all times, and; participate in mandatory or available safety training.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk, hear and respond to customers and employees. The employee frequently is required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to walk and sit. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
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