People & Culture Intern

About Health Care Access Maryland (HCAM):

Health Care 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.

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.

• 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.

• 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.

• 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.

• 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.

• 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.

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