Xtant Medical Human Resources Manager in Belgrade, Montana
Status: Full Time, ExemptReports To: Vice President of Human ResourcesA. Purpose and Scope of PositionThis position is responsible for maintaining and enhancing the organization's Human Resources (HR) department by planning, implementing, and evaluating employee relations and HR policies, programs, and practices. This role includes, but is not limited to, oversight and coordination of recruitment, employee orientations, benefits administration, rewards and recognition, conflict resolution, and the development and continuous improvement of processes and systems utilized by Xtant’s HR department.This position will also assist to maintain the security of Belgrade, MT facilities, including issuance of facility and equipment keys, alarm system programming and monitoring, and providing training on security system use.B. Organizational RelationshipThis position reports to the Vice President of HR and is responsible for communicating effectively with individuals within all departments. This position provides cross-functional support and professional development coordination to other departments, interacting with employees throughout the company and a variety of external contacts. C. Duties and Responsibilities1. Specific Job Duties/Responsibilities• Adhere to Standard Operating Procedures (SOPs) and safety protocols, FDA Regulations for Human Cells, Tissues, and Cellular and Tissue-Based Products (HCT/Ps) and Devices; operate in compliance with FDA, AATB, ISO, and Occupational Safety and Health Administration (OSHA) Standards• Develop and maintain an understanding of the Xtant Medical products and general biological and chemical systems utilized within the Company• Represent the company in a professional manner to the public, customers, and vendors and maintain trusting relationships with physician partners, customers, and fellow employees• Ensure compliance with federal, state, and local employment laws and regulations, and company policies1.1 Employee Relations• Represent the HR department in a professional manner, appearance and with a positive attitude• Ensure that the corporate culture and values promote ethical practices, integrity, and a positive work climate to enable the business to attract, retain, and motivate a diverse group of quality employees• Use data to create employee profiles, and organizes and updates employee files• Recruitment - assist with hiring needs and oversees workflow management through Xtant’s Applicant Tracking System. Activities include:i. Identify and implement efficient and effective recruitment methods and strategies based on the available role, industry standards, and the needs of the Companyii. Advertise position vacancies (internal & external job boards, online job sites, and social media)iii. Represent Xtant at job fairs and other recruitment eventsiv. Screen applications and selection of qualified candidatesv. Schedule and conduct interviews, and oversee preparation of interview questions and other hiring and selection materialsvi. Run various background checks and references to verify informationvii. Collaborate with the hiring manager(s) and/or the VP of HR during the offer process, identify and recommend salary ranges, incentives, start dates, and other pertinent detailsviii. Prepare all necessary new hire agreements and paperwork• Coordinate and facilitates new hire employee orientation and LMS training • Distribute new hire surveys and analyzes feedback to ensure a top-quality onboarding experience • Explain company compensation and benefit programs, such as medical, insurance, retirement, and savings plans, and assist to enroll workers in specified programs• Assist to develop and administer training materials to managers, supervisors, and employees on HR laws, policies and procedures, and recruitment and retention strategies• Complete employment verification and employee credentialing requests• Assist with implementation and administration of employee recognition programs• Assist to plan and coordinate employee group activities and engagement events• Attend internal conferences and meetings, as an employee-management liaison, to facilitate communication between employees for performance and/or behavior issues, and employee complaints or grievances• Conduct offboarding activities for employee terminations, including separation paperwork, internal notifications, system updates, equipment/company property returns, and exit interviews• Assist in mailing, shipping, and receiving; prepare shipping labels as needed1.2 Labor Relations• Handle routine labor relations and HR inquiries related to policies and procedures; refers complex matters to appropriate management staff• Serve as a contact and liaison for intake and assessment of employee complaints• Serve as a point of contact and liaison for employee issues and conflict resolution. Coordinate positive resolution of employee issues and communicate results as appropriate.• Conduct initial interview and gathers information for employee relations matters such as harassment allegations, work complaints, or other concerns; informs VP of HR when additional investigation is required• Maintain records related to hiring, termination, leave, transfer, and promotion particularly as related to Equal Employment Opportunity (EEO), affirmative action, and diversity initiatives• Conduct surveys, interviews, and other research related to HR policies and compensation; collect information and report results to management• Maintain knowledge and understanding of laws and regulations related to EEO, affirmative action, labor relations, and HR. Keep up with current state and federal laws regarding employee rights and employer’s obligations and ensure that all posters pertaining to employment law are current and maintain all office bulletin boards• Assist with preparation of plans, policies, documents and reports including EEO-1, affirmative action plan, organizational chart, and employee handbook1.3 Occupational Safety and Health• Understand and ensure compliance with OSHA, and applicable federal, state, and local safety laws, regulations, codes. Ensure completion of required OSHA recordkeeping and reporting• Inform employees of their rights and what to do if they notice unsafety work practices and procedures that are not in line with Xtant’s safety policies• Review, file and maintain Health and Safety incident reports and records and coordinate medical treatment for follow-up to incidents involving exposure to bloodborne pathogens. Ensure investigations of accidents are properly conducted to prevent reoccurrence of similar accidents• Communicate the importance of occupational safety and health to management from a legal and business perspective• Raise awareness that workplace safety is an individual responsibility, and it benefits each person in the company• Assign required safety training in Xtant’s LMS and track completion to ensure training compliance• Collaborate with management to develop, prepare, and implement safety policies and procedures1.4 Payroll• Implement, maintain, and review payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions• Ensure accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates• Prepare and maintain accurate records and reports of payroll transactions• Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices• May assist to facilitate audits by providing records and documentation to auditors1.5 Employee Benefits• Administer various employee benefits programs, such as group health, FSA/HSA, dental and vision, accident and disability, life insurance, leaves of absence and wellness benefits• Ensure benefits changes are entered appropriately in payroll system for payroll deduction• Assist employees with health, dental, life and other related benefit claims • Verify the calculation of monthly premium statements for all group insurance policies and maintain statistical data relative to premiums, claims and costs. Resolve administrative problems with the carrier representatives as applicable• Review and respond to unemployment claims with appropriate documentation• Coordinate workers’ compensation claims with third-party administrator. Follow up on claims as applicable• Assist VP of HR in obtaining statistics and information in renewal process for health, life, retirement, and other benefits plans • Prepare and set up meetings designed to help employees obtain information and understand company benefits and other related incentive programs. Ensure distribution of required employee notices• Assist in completion of benefits reporting requirements• Audit benefit accounts and examine records to ensure compliance with standards and regulations2. Financial Responsibilities• Submit timely expense reports and abide by the Expense Reimbursement Policy3. Training• Complete required training prior to performing tasks, including initial orientation and environmental health and safety training. Keep training up to date and maintain required training documentation• Complete required training prior to attempting to perform a task• Attend HR seminars and webinars as needed to stay up to date on all HR law and compliance issues4. Management• This position supervises others• Recruits, interviews, hires, and trains new staff • Works with and supports the activities of the HR Department and other departments company wide• Ensures delivery of the highest standard of departmental, cross departmental and cross foundation teamwork and customer service• Develops department goals that are fully aligned with the company goals• Administers performance reviews and corrective action plans as necessary, ensuring fairness, effectiveness, and compliance with Xtant Medical’s performance review program• Reviews, approves, and submits timecards for employees5. Document Control and Record Control• Legibly and accurately complete all documentation associated with assigned duties in accordance with current GDP and review the information of others as required• Participate in changes to documents and processes• Maintain information in physical and electronic files as required6. Other duties as assigned7. Performance of Duties• Perform all duties according to established procedures and follow appropriate safety precautions and measures• Always maintain a clean and safe working environment• Must maintain confidentiality of all employment matters and personnel information• Must maintain confidentiality of donor and recipient information according to HIPAAD. Job Requirements1. Education/Credentials Experience & Training• Bachelor’s degree in related field or an equivalent amount of experience and training• SHRM Certified Professional (SHRM-CP) credential is preferred, or must be willing to acquire SHRM certification• Eight (8) years’ experience in Human Resources • Demonstrated knowledge of employment law2. Managerial Experience• A minimum of five (5) years’ experience in the supervision, training, and instruction of others• Ability to train, cross train, direct, and mentor others 3. Special Requirements/Physical Capabilities or Abilities, other Additional Desirable Qualifications• Strong leadership, interpersonal and listening skills and the ability to effectively communicate with a wide range of personalities and situations requiring tact, judgment, and poise• Ability to maintain good working relationships with all co-workers and the public and use good judgment in recognizing scope and authority• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, and policies• Proficient knowledge in Microsoft Office Suite, web-based teleconferencing and meeting platforms, office equipment and procedures• Excellent organizational skills and strong attention to detail• Strong analytical and problem-solving skills• Ability to reason independently and work with minimal guidance• Ability to interpret data and make sound judgments based on those interpretations• Must be able to adapt to quickly changing priorities and schedules• Ability and experience creating and implementing management policies• Ability to travel as an Xtant representative as needed• Some experience with records maintenance and document control is preferred• Must be able to prepare and make presentations to staff, board members, clients, potential clients, investors, and others as required4. Working Conditions• Working conditions are normal for an office environment. Standard office hours are Monday - Friday; 8:00am - 5:00pm• Work may require frequent weekend/evening work and occasional travel• May include long periods of sitting, standing, and working at a computer5. Health and Safety• Must adhere to all health and safety requirements specified when entering laboratory and device manufacturing areas and in the handling of company products• Must adhere to all health and safety requirements specified when entering laboratory and device manufacturing areas and in the handling of company products• May require OSHA (bloodborne pathogen) training, SDS, and other safety training as applicable• Must be able to lift 20 lbs.Note: This Job Description is not designed to include a detailed listing of the activities, duties or responsibilities that may be required of the employee. This job description does not constitute an employment contract, implied or otherwise, and is subject to change by the employer as the needs of the employer and requirements of the job change.Xtant Medical provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.