Human Resources Coordinator

CORE JOB SUMMARY                                                                                                                        

The HR Coordinator supports the Human Resources department by performing administrative, operational, and compliance-related responsibilities. This role ensures smooth day to day HR operations, maintains accurate employee records, supports employee engagement initiatives, and serves as a confidential point of contact for staff. The HR Coordinator provides critical support across HR functions including communication, HRIS administration, payroll support, and compliance.

CORE JOB FUNCTIONS                                                                                                          

1. HR Communication

• Manage the HR shared inbox, responding to routine inquiries and routing escalations to HR leadership.
• Coordinate annual and 90 day Performance Evaluations by sending reminders to managers and employees and tracking completion.
• Receive, log, and respond to incoming HR mail; escalate complex cases as needed.
• Prepare and assemble onboarding packages and materials for new hires.

2. Employee Engagement

• Serve as Chair of the Employee Activities Committee, coordinating employee appreciation and engagement events/initiatives.
• Manage the organization’s Wellness Initiative Program.
• Administer and oversee the Employee Recognition Program to promote a positive workplace culture.

3. Employee Records & HRIS Administration

• Maintain accurate and confidential employee personnel files in accordance with legal and organizational standards.
• Enter and update employee data in the HRIS, including status changes, promotions, transfers, and disciplinary documents.
• Track and maintain employee licenses, certifications, and expiration dates, ensuring compliance especially within healthcare roles.
• Ensure adherence to federal and state record retention requirements.

4. Payroll & Timekeeping Support

• Assist with biweekly timecard audits, communicating discrepancies to managers (with Sr. HRG cc’d).
• Coordinate payroll related updates including pay changes, bonuses, and deductions.
• Act as a liaison between employees and the payroll processor (Sr. HR Generalist).

5. Employee Relations Support

• Respond to basic HR questions and route complex employee relations matters to HR leadership.
• File and track disciplinary actions, performance improvement plans, and signed acknowledgments.
• Schedule and document employee relations meetings and maintain organized records.

6. Compliance & Policy Administration

• Support compliance with federal, state, and local labor laws.
• Track mandatory trainings (HIPAA, harassment prevention, safety, etc.).
• Assist with internal and external audits including DOL, EEOC, benefits, and compliance audits.
• Distribute policy updates, track acknowledgments, and maintain policy documentation.

7. Offboarding & Separations

• Schedule or conduct exit interviews and ensure proper documentation.
• Process employee separations in the HRIS, including coordination of system access removal.
• Ensure all offboarding documentation and files are completed and archived.

8. General HR Operations & Support

• Prepare recurring and ad hoc HR reports and metrics.
• Support HR special projects and department initiatives.
• Maintain HR calendars, deadlines, and departmental timelines.
• Serve as a confidential and professional point of contact for employees and managers.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

Associate’s or Bachelor's degree in Human Resources, Business Administration, or related field preferred.

Certification and Licensing:

N/A

Experience:

1 to 3 years of experience in HR administration or HR support role strongly preferred.

Experience in healthcare HR preferred.

Knowledge, Skills and Attitudes:

• Strong attention to detail, accuracy, and confidentiality.
• Excellent organizational, time management, and documentation skills.
• Working knowledge of employment law basics (FMLA, ADA, FLSA).
• Proficiency in HRIS systems and Microsoft Office Suite.
• Professional oral and written communication skills.
• Demonstrated discretion and ability to handle sensitive information.