Human Resources Coordinator (73754)

The HR Coordinator at the Boys & Girls Clubs of San Antonio (BGCSA) plays a key role in supporting the day-to-day operations of the Human Resources department. This position is primarily responsible for coordinating new hire onboarding and orientation, maintaining HR documentation and compliance records, and providing administrative support across HR functions. The HR Coordinator ensures a smooth and consistent new hire experience while helping to maintain organizational compliance through accurate record-keeping, timely follow-up, and cross-functional collaboration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Onboarding & Orientation:

• Coordinate and facilitate new hire orientation (NEO) sessions to ensure a smooth transition for new employees.
• Prepare orientation materials, training resources, attendance, and onboarding schedules.
• Ensure timely completion of required pre-employment and new hire processes.
• Complete I-9 processing, drug testing, and support onboarding follow-up activities.
• Assign, monitor, and track completion of onboarding requirements, BGCA learning assignments, licenses, certifications, and other compliance-related items, including collection of required documentation and coordination of renewals.
• Maintain organized onboarding, certification, and compliance documentation within Paycom and other HR systems.
• Send reminders regarding incomplete onboarding, training, certification, or compliance items.
• Provide employees with basic Paycom and onboarding training access support.
• Support onboarding and administrative needs during seasonal hiring periods.

HR Administrative Support:

• Support training and professional development activities through administrative, logistical, and day-of assistance, including room setup, materials preparation, sign-in processes, attendance tracking, and survey collection.
• Support HR administrative processes including employment verifications, employee documentation requests, scheduling, and recurring follow-up tasks.
• Send training reminders, follow-up communications, and completion notifications as directed.
• Monitor onboarding, 30-day, 60-day, 90-day, and exit survey processes and escalate concerns as appropriate.
• Maintain confidentiality of employee, organizational, and board-related information.
• Cross-train within HR functions to support departmental continuity and operational needs.

Board Compliance Support:

• Monitor and process annual background checks for board members, ensuring timely completion and accurate recordkeeping in compliance with organizational policy.
• Assign and track completion of BGCA annual training requirements for board members, sending reminders as needed to ensure full compliance.
• Maintain organized board compliance documentation and records within applicable HR and governance systems.

BEHAVIORAL EXPECTATIONS:

• Lead by Example: Model professionalism, integrity, and commitment to our mission in all interactions.
• Communicate Effectively: Foster open, clear, and respectful communication with employees at all times.
• Solution-Oriented: Approach challenges with a problem-solving mindset, seeking proactive solutions.
• Demonstrate Accountability: Take ownership of your responsibilities and follow through on commitments.
• Maintain Confidentiality: Handle sensitive employee information with professionalism and discretion.
• Practice Collaboration: Work effectively across teams and departments to support HR operational needs.
• Stay Adaptable: Be open to feedback, innovation, and continuous improvement within HR processes.

QUALIFICATIONS AND EXPERIENCE:

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent experience).
• 1–2 years of experience in HR administration, onboarding, or office coordination, preferably in a non-profit setting.
• Familiarity with HRIS platforms, particularly Paycom, is strongly preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Passion for youth development and commitment to the BGCSA mission.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

This position primarily operates in a professional office environment and routinely uses standard office equipment, computers, HR systems, and training-related materials. The role requires prolonged periods of sitting, standing, walking, speaking, and working on a computer. The HR Coordinator must be able to communicate effectively with employees, leadership, and external partners in person, virtually, and by phone or email. Occasional local travel may be required for onboarding, training support, meetings, or organizational activities. The position may occasionally require lifting or carrying materials and supplies up to 20 pounds. The work environment involves regular interaction with individuals from diverse backgrounds, personalities, and professional levels while supporting HR and onboarding operations.