Nicole Ruffin Email and Phone Number

Duties and Responsibilities: Benefits Function • Provides staff with annual fringe benefit allowance; reviews enrollment forms for accuracy and coordinates enrollment with third-party administrator. • Assures compliance with COBRA guidelines by preparing letters and other paperwork as directed; receives and records COBRA insurance premium payments. • Coordinates health, life and disability insurance enrollments and communicates with service providers concerning routine administration of programs. Human Resource Function • Maintains personnel files in compliance with applicable legal requirements. • Keeps employee records up-to-date by processing employee status changes in timely fashion. • Processes personnel action forms and assures proper approvals; disseminates approved forms. • Prepares paperwork required to place employee on payroll and establishes personnel file. • Assists in hiring process by coordinating job posting on Web site, reviewing resumes, performing telephone interviews and reference checks. • Maintains Employee Handbook with updated resolutions and other pertinent information, as needed. Office Administration • Troubleshoots telephone and voice mail system; handles minor repairs and coordinates repairs with technicians when required. • Provides training for new and current employees on communication systems, including telephone and voice mail. • Supervises receptionist, delegates projects as appropriate, assures coverage of switchboard in receptionist’s absence. • Oversees special events for staff by coordinating committees and schedules, and staying within budget.

1. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. 2. Performs desktop publishing. Creates and develops visual presentations for the vice president.3. Establishes, develops, maintains and updates filing system for the vice president and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.4. Organizes and prioritizes large volumes of information and calls.5. Sorts and distributes mail. Opens mail for the vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information6. Answers phones for Deputy Director and Finance Director. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.7. Handles confidential and non-routine information and explains policies when necessary.8. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.9. Coordinates division of workload with the administrative assistant in community relations.10. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.11. Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.

The On-Call Coordinator / customer service representative is responsible for handling all phone calls and operations after normal business hours. Clients, Nurses and Office Staff rely on this position for customer service and client relations while the office is closed.