The mission of Lyon-Martin Health Services is to provide high quality, compassionate and trauma-informed medical, gynecological, and mental health care services to trans, non-binary, gender non-conforming, and intersex communities and cis-gender women with specific sensitivity to sexual orientation, gender identity, disability, race, ethnicity, and language regardless of immigration status or ability to pay. We aim to address and eliminate health equities for our communities by rooting our clinical practice in core foundational frameworks of intersectionality, self-determination, harm reduction, and reproductive and disability justice. As a community clinic, we believe our communities are best served by and for us; that’s why community outreach, engagement, and leadership development is central to our mission of community care and mutual aid. Lastly, we commit to increasing access to culturally responsive care beyond our walls through provider training and education, and policy advocacy.
The Director of Human Resources & Compliance is a contracted position that coordinates all HR, compliance, and training operations including hiring, onboarding, employee relations, leave of absences management, payroll, benefits, and insurance for Lyon-Martin Health Services/Women’s Community Clinic, as well as helping LMHS/WCC maintain compliance with City, County, State and Federal regulations.
Employee Relations/Risk Management:
- Solicits and listens to employee concerns; takes an active role in resolving problems.
- Provides information, or facilitates employees’ ability to obtain information about benefits, compensation, training and other employer programs and services.
- Conducts internal investigations and works with management to develop, recommend, and initiate appropriate evaluations, disciplinary actions and resolutions to various employee relation matters, including supportive measures, terminations, documentation, etc.
- Responsible for all HR compliance, ensures policies comply with Federal, State, and City law; coordinates complex matters with outside attorneys as needed
- Serves as a neutral party mediator as necessary to resolve conflicts between staff members.
- Communicates findings and actions to the union, and works with management on various labor relations issues
- Advises management on employee issues and how to support employees to avoid progression.
- Provides practical, consistent, and proactive support, direction and advice to supervisors and management on HR policies and procedures.
- Conducts employee exit interviews and participates in employee terminations as needed.
- Serves as the Gender Transition Support Liaison to ensure successful transition in the workplace, acting as a point person for a transitioning employee to confide in and who will ensure all personnel and administrative records are updated with any changes in names, gender markers, or pronouns, explain and help navigate trans-specific benefits available, helps employees with appeals of gender affirming surgeries denied by insurance, help complete any documents for name/gender marker changes, and respect the employees needs and desires around if/when to disclose.
- HR Coordination and HRIS: Serves as the liaison between Paychex and the organization overall. Review HRIS records for accuracy before payroll processes. Create and analyze various HRIS reports. Works with Paychex to develop full scope of HR, compliance, and training services for Lyon-Martin Health Services & Women’s Community Clinic.
- Hiring and Contracts: Oversees job description development, job postings, hiring, and onboarding processes, including provider credentialing, for the agency ensuring that all applicable laws are followed. Reviews, edits and approves offer letters and contracts.
- Benefits Administration: Oversees the administration of employee benefits and ensures all plans and the agency is in regulatory compliance. Assists in the selection of appropriate and cost-effective benefit packages that serve the unique needs of our staff. Maintain monthly benefits/fiscal reporting and reconciliation. Prepare agency communication materials for benefits announcements, notices and open enrollment meetings. Oversee vendor relations including resolving vendor billing discrepancies.
- Workers Compensation and Employee Safety and Compliance: Interpret and apply city, state, and federal laws and regulations pertaining to employee safety and workers’ compensation. Perform internal employee compliance audits, oversee the organization’s ergonomic and safety efforts, manage WC claims, and coordinate claim reviews.
- Leaves of Absence Management: Administer Leaves of Absence; determine eligibility for FMLA, CFRA and PDL. Manage employee correspondence and required documentation.
- Employee Handbook: Develops and maintains Employee Handbook in collaboration with the leadership team.
- Personnel Records: Maintains up-to-date personnel records.
- Workplace Development: Facilitates organizational learning and development, retention strategies, succession planning and career development in accordance with LMHS/WCC’s core mission and values.
- Oversees the development and delivery of staff trainings, which may be in-person or online through the agency’s Paychex’s Learning Management System.
- Maintains agency-wide training plan to include all required trainings based on regulation, contract, funding, and legal requirements.
- Tracks and follow-ups with staff to ensure everyone is up-to-date on annual trainings.
- Training Development: Assesses the needs of personnel through the use of evaluations, surveys, focus groups, collaboration with agency leadership, and quality improvement data. Acts as Instructional Designer in all phases of online training development including: informational interviews with subject matter experts, writing and recording training scripts, storyboarding, and developing interactive activities. Collaborates with subject matter experts and trainers to develop live-training and webinar materials. Conducts trainings and educational presentations, as needed. Develops and maintains agency’s Training Style Guide and reviews materials to ensure compliance with this guide. Reviews training evaluations and provides feedback to agency trainers.
Policies and Procedures:
- Understands the agency’s policies and procedures and is able to provide guidance and consultation to program leadership concerning the agency standards.
- May draft compliance related agency policies.
- May assist with the development of site-specific policies and procedures.
- Responsible for all HR and organizational compliance, ensures all policies comply with Federal, State, and City law,
- Stays informed about new regulations and support leadership team in implementing changes to maintain compliance.
- Provide support and consultation to the programs during external Site Audits and helps to develop the Corrective Action Plan (CAP) after an audit.
- Organizes compliance trainings and ensure timely completion of trainings.
- Initiates CAPS during Internal Chart Audits and follows up on CAPS all the way through to completion.
- Provides Program Audit Support during Program Audits.
- Helps oversee and facilitate annual Performance Review Process.
Grievances & Incident Reporting:
- Provides training on Grievance process to the Programs.
- Screens Grievances and provides input for RCA, QOC or allowing the program to manage the Grievance.
- Logs Grievances in agency Grievance Log and saves in shared Grievance folder.
- Delegates Grievance communication for basic grievances to the appropriate manager.
- Responsible for communication with the client via letter correspondence for complex or sensitive grievances.
- May assist with or facilitate RCA or QOC review.
- Provides feedback to employee and leadership team for quality improvement.
- Provides training on Incident Report process to the Programs.
- Screens Incident Reports for Compliance related items.
- Provides input for RCA, QOC or allowing the program to manage the Incident.
- Logs Incident Reports on Incident Report Log and saves in the shared Incident Reports folder.
- Provides consultation and direction to the leadership team concerning Incident Report follow up.
- May assist with or facilitate compliance related Research Compliance Assurance (RCA) or Qualify of Compliance (QOC) review.
- Provides feedback to employee and leadership team for quality improvement to prevent future similar incidents.
Legal and Ethical Matters:
- Provides consultation concerning Confidentiality HIPAA and 42 CFR Part II.
- Provides consultation concerning county, state and federal regulations.
- Provides consultation concerning Legal and Ethical Matters.
- Provides training on Confidentiality HIPAA and 42 CFR Part II.
Licensing and Medi-Cal Recertification:
- Keeps track of licensure renewals and assists with timely renewals.
- Leads the Program Leadership and Site through Medi-Cal Recertification Process.
Attends Leadership Meetings:
- Meets regularly with Program Leadership to ensure Program Leadership is informed of new Compliance Procedures and initiatives.
Health and Safety Responsibilities:
- Develops and maintains, in collaboration with other Health and Safety leads, the Emergency Response Plan, drill instructions, checklists, forms, and other Health and Safety documents. Oversees the implementation of Emergency Teams at all Northern California sites. Provides feedback to Health and Safety Representatives regarding submitted Action Items, such as drill reports. Provides consultation to Health and Safety Representatives and site leadership regarding Health and Safety related questions and concerns.
- Serves as the chair of the Health and Safety Committee to ensure the successful implementation of the agency wide Health and Safety Program.
Volunteers and Interns:
- In collaboration with the Volunteer Coordinator and the Trans Health Manager, maintains a database of volunteers, interns, and students as well as maintaining required documents for volunteer, intern, and student files. Assists program leadership with creating and maintaining volunteer and intern position descriptions. Ensures that regulation, contract, funding, and legal requirements are met when bringing on volunteers, interns, and students.
Education and Knowledge, Skills and Abilities
- Bachelor’s degree in related field, or 4 years’ equivalent work experience.
- Minimum of 1 year of HR experience.
- JD, PHR, SHRM-CP, or other relevant certification.
- Minimum 1 year in union environment.
- Background in compliance or auditing.
- Familiarity with DMC regulatory requirements.
- Minimum of 2 years of experience in adult education/training or transferrable experience.
- Experience administering an online learning management system or similar product.
- Experience working with subject matter experts to create self-paced training content.
- Experience developing and providing training to adult learners.
- Knowledge of healthcare, behavioral healthcare, and substance use disorder treatment system.
- Supervisory skills and experience.
- Organized and detail oriented with excellent time management.
- Advanced knowledge of local, state, and federal employment law.
- Knowledge of leave of absence laws, including, FMLA, CFRA, and accommodations under the ADA.
- Experience with benefits administration and organization insurance, including malpractice coverage.
- Strong experience with the Workers Compensation process.
- Excellent Data Entry skills.
- Must be adaptable and flexible in dealing with a variety of people.
- Ability to resolve problems, handle conflict and make effective decisions under pressure.
- Excellent communication, interpersonal, conflict-resolution, and de-escalation skills, both written and verbal.
- Ability to maintain and update confidential information.
- Advanced use in MS Office products and functions (EXCEL, WORD, etc.).
- Advanced knowledge of HRIS systems and creation of HRIS reports.
- Possess analytical and critical thinking skills to conduct analyses and develop recommendations.
- Has ability to analyze complex issues, make recommendations and advise management on personnel issues and actions.
Transgender, LGBQ Women, BIPOC, and people living with chronic illnesses and disabilities encouraged to apply.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.