PEOPLE OPERATIONS COORDINATOR

Job Description

Job Description

Job Summary

The HR Operations Coordinator owns the administrative infrastructure of the People Operations department at Home of Guiding Hands. This role is responsible for personnel records management, HR document workflows, compliance deadline tracking, audit and licensing preparation, and HRIS data entry. The HR Operations Coordinator also owns maintenance of the UKG Records module and leads gap remediation resulting from the vacated HRIS Analyst position. This is a critical infrastructure role that enables the broader People Operations team to operate with organized, complete, and audit-ready documentation at all times.

Tasks, Duties, and Responsibilities

Personnel Records Management

• Own and maintain personnel files for all active and separated employees in compliance with DDS, RCFE, CCL, and organizational retention requirements.
• Ensure all personnel files are complete, organized, consistently formatted, and audit-ready at all times.
• Conduct periodic personnel file audits to identify and remediate documentation gaps.
• Process new hire file creation and pre-employment document organization in coordination with the Talent Care Specialist.
• Manage separated employee file retention, archiving, and destruction schedules per applicable law and organizational policy.

HRIS Data Entry & UKG Records

• Own HRIS data entry for all personnel records, compliance tracking, and document filing within the system. System configuration, access management, and architecture are owned by the Senior People Operations Lead.
• Maintain accurate, current, and complete employee data within the HRIS platform at all times.
• Own UKG Records module administration and maintenance, including data entry, record organization, and system upkeep.
• Lead gap remediation efforts in UKG Records resulting from the vacated HRIS Analyst position, in coordination with the Senior People Operations Lead.
• Identify and escalate HRIS data integrity issues or system access concerns to the Senior People Operations Lead.

Compliance Tracking & Deadline Management

• Own compliance deadline tracking for the organization, including training completions, certifications, health screenings, licensure renewals, and all documentation required by DDS, RCFE, and CCL.
• Maintain and manage a compliance tracking system that provides accurate, real-time visibility into completion status across programs and employees.
• Generate compliance reports and provide timely escalation of gaps or approaching deadlines to the Senior People Operations Lead.
• Coordinate with HR Generalists and program leadership to ensure compliance requirements are met on schedule.

Audit & Licensing Preparation

• Own the preparation and organization of personnel file packages for DDS, RCFE, CCL, and other regulatory audits and licensing reviews.
• Ensure all files and documentation required for licensing and audit submission are complete, accurate, and accessible.
• Coordinate with HR Generalists and the Senior People Operations Lead to address audit findings and documentation deficiencies.
• Maintain an audit calendar and proactively prepare the department for upcoming reviews.

HR Document Workflow & Administrative Support

• Own the HR department’s document workflow, including receipt, routing, filing, and records retention schedule execution.
• Process employment verification requests in compliance with organizational policy and applicable law.
• Provide administrative support to the full People Operations team, including scheduling, meeting coordination, and departmental communications.
• Manage the HR administrative calendar and track departmental deadlines and commitments.
• Support EOS scorecard data compilation and People Operations reporting as directed by the Senior People Operations Lead.
• Maintain organized and professional shared drives, filing systems, and documentation libraries for the department.

Workers’ Compensation Administration

• Assist with the administration of Workers' Compensation claims, including reporting workplace injuries, maintaining claim documentation, coordinating with insurance carriers, and ensuring compliance with applicable state and federal regulations.
• Serve as a liaison between employees, supervisors, medical providers, and Workers' Compensation insurance representatives throughout the claims process.

New Hire Orientation & Onboarding

• Coordinate, facilitate, and lead bi-weekly new hire orientation programs to ensure a positive onboarding experience and successful integration of new employees.
• Present information regarding company policies, benefits, safety procedures, compliance requirements, and organizational culture.
• Ensure all required onboarding documentation is completed accurately and submitted within established timeframes.
• Respond to new hire questions and serve as a resource during the onboarding process.

Knowledge, Skills, and Education

• High school diploma or GED required, Associate’s or Bachelor’s degree in HR, Business Administration, or related field preferred.
• Minimum of 1–3 years of administrative, HR support, or records management experience.
• Experience with HRIS systems required; UKG experience strongly preferred.
• Strong organizational skills and high attention to detail; ability to manage large volumes of records and documentation accurately.
• Familiarity with California labor law recordkeeping requirements, DDS, RCFE, or CCL documentation standards preferred.
• Ability to always handle confidential information with discretion and professionalism.
• Strong computer skills including Microsoft Office Suite (Word, Excel, Outlook); comfort learning new systems quickly.
• Ability to prioritize competing tasks, manage deadlines independently, and communicate proactively when timelines are at risk.
• Experience in nonprofit, residential care, or healthcare administrative environments preferred.
• Knowledge of Workers' Compensation laws, injury reporting requirements, and return-to-work processes.
• Familiarity with OSHA injury reporting requirements and workers' compensation case management.
• Experience coordinating modified duty assignments and return-to-work accommodations.

Physical Requirements/Work Environment

This job operates in a professional office environment. The employee is frequently required to sit, stand, walk, and interact with fellow employees. The role requires the ability to lift objects up to 10 pounds occasionally.

Values

Innovation – We encourage creativity and innovation because we believe that by striving for more efficient and effective ways of doing things, we can achieve exceptional results. Our drive for success is shared by all. Our organization focuses on solutions and refuses to maintain the status quo. We challenge our team to be ahead of industry trends as we strive to lead and not follow.

Collaboration – We believe that working together collaboratively is the foundation of a culture that values teamwork, communication, and cooperation. This belief is central to every part of our business, both internally and externally, and strengthens our community.

Accountability – We take responsibility for our actions and for delivering on our commitments. We believe that by being transparent and accountable, we build trust and maintain the respect of our stakeholders.

Respect – We treat everyone with respect and dignity. We value inclusivity and believe that by upholding a culture of respect, we can foster a positive and supportive work environment. We treat others as we would want to be treated.

Empathy – We value empathy and understanding in all our interactions. We seek to understand the perspectives and needs of our colleagues, clients, and stakeholders to meet them with kindness and compassion.

Equal Opportunity Employer Statement

Home of Guiding Hands is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, sexual orientation, or gender identity/expression), age, marital status, status as a protected veteran, among other things, or status as a qualified individual with disability.

About HGH

Home of Guiding Hands is a non-profit organization that was established in 1967 by a small group of dedicated and ambitious community members. The Mission of HGH is "to improve the lives of those we serve". We support children and adults in San Diego and Imperial Counties with intellectual and developmental disabilities, such as Down syndrome, epilepsy, autism, and cerebral palsy. We provide a full continuum of care including residential care in specialized group homes, independent living support, respite care, and adult foster home services. Additionally, we provide early childhood assessments and services, tailored day support, Life Planning workshops, county-wide transportation services, and on-site activities at our resource center.

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