Human Resources Coordinator at CALSTART in Pasadena, California

Human Resources Coordinator

Please be aware of recruiting scams! All legitimate communication from our recruitment team will come from an official calstart.org email address via email, we will not text you about a role you have not applied to or shown interest in. We will not perform any interviews via text or Zoom chat. CALSTART does not ask for any fees or personal information such as social security numbers or bank details during the recruitment process.

CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all. For over 30 years, it's been CALSTART's mission to develop, assess, and implement large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration.

About the Role

The Human Resources Coordinator provides comprehensive administrative and operational support across the full employee lifecycle. This role is responsible for managing onboarding and offboarding activities, maintaining employee records, supporting HR systems and reporting, and ensuring an exceptional employee experience. The ideal candidate is highly organized, detail-oriented, customer-service focused, and thrives in a fast-paced environment. They possess strong technical skills, exercise discretion with confidential information, and are passionate about supporting employees and organizational success.

Duties & Responsibilities

Employee Onboarding & Offboarding

• Own end-to-end onboarding process by coordinating all pre-employment and onboarding activities for new hires.
• Prepare and process new hire documentation and employment records within ADP Workforce Now
• Administer background checks, employment verification, I-9 documentation, and other required pre-employment activities.
• Facilitate new hire orientation and ensure timely completion of onboarding requirements, compliance training, and submission of required documentation
• Prepare onboarding materials, welcome packets, and employee resources.
• Manage onboarding schedules by coordinating required trainings, meet-and-greet meetings with managers, and cross-functional team members.
• Coordinate employee offboarding, including exit documentation, stakeholder communication, equipment coordination, and system updates.
• Schedule exit interviews and maintain related documentation.

HR Administration & HRIS

• Maintain accurate employee information, personnel files, documents, and electronic HR records in ADP Workforce Now
• Process employee status changes including promotions, transfers, compensation changes, and organizational updates.
• Ensure employee records remain compliant with organizational policies and applicable employment laws.
• Maintain organizational charts by updating reporting relationships, position changes, new hires, and separations.
• Generate routine HR reports, workforce metrics, and other reports as needed.
• Assist with HRIS audits to ensure data accuracy and integrity.
• Support HR system testing and implementation of new functionality.
• Troubleshoot basic employee and manager HR system questions.
• Assist with employment verification requests and other routine employment documentation.
• Monitor the People Resources shared inbox and ticketing system responding to employee and manager inquiries, escalating more complex matters as appropriate.

HR Communications

• Create visually engaging People Resources communications, presentations, newsletters, guides, and training materials using Canva, Scribe, and Microsoft Office.
• Maintain People Resources SharePoint pages, resource libraries, and employee communications, ensuring information is current and accessible.
• Support organizational announcements and People Resources Team communications.
• Assist with presentation materials for leadership meetings and training sessions.

Compliance & Recordkeeping

• Ensure compliance with federal, state, and organizational employment requirements.
• Maintain I-9 documentation and employment eligibility records.
• Support HR audits and reporting requirements.
• Assist with policy acknowledgements and compliance tracking.
• Maintain confidentiality of employee information at all times.

Administrative Support

• Coordinate People Resources meetings, training sessions, and employee events.
• Prepare reports, spreadsheets, presentations, and meeting materials.
• Maintain department calendars and project tracking.
• Assist with special HR projects and continuous process improvements.
• Perform other duties and responsibilities as assigned.

Required Qualifications

Associate's degree in Human Resources, Business Administration, or related field; Bachelor's degree preferred. Minimum of 2 years of Human Resources administrative or coordinator experience. Experience supporting multiple HR functions, including onboarding, HR administration, and employee support. Experience working with an HRIS, preferably ADP Workforce Now. Strong customer service orientation with excellent interpersonal skills. Excellent organizational skills with exceptional attention to detail. Ability to prioritize multiple assignments while meeting deadlines. Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism.

Technical Skills Required

proficiency in: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams) Microsoft Excel (including formulas, sorting/filtering, and reporting) ADP Workforce Now or comparable Human Resources Information System (HRIS) Canva for creating professional communications, presentations, and employee materials Adobe Acrobat or PDF editing software Virtual meeting platforms (Microsoft Teams and Zoom)

Desired Qualifications

SharePoint Survey platforms (Microsoft Forms or SurveyMonkey) Electronic document management systems

$29.81 - $35.77 an hour

We understand that not everyone will match the above qualifications 100%. If your background isn't perfectly aligned but you feel you would be a great addition to the team, we'd love to hear from you. We're a tight-knit team of world-class innovators, business minds, and change agents who believe passionately in our mission and put our team ahead of self. We are committed to the continued development and growth of our employees and invest in your success! We care about your personal well being as much as your professional success and offer generous benefits to full time employees including: 100% company paid comprehensive health benefits for Medical, Dental, Vision, Short Term Disability, Long Term Disability and Life Insurance, Retirement plan with generous company contributions, FSA for Health and Dependent Care, 3 weeks of vacation time in the first year of employment, 11 paid company holidays, paid sick time, paid family leave, and more! Our inclusive environment focuses on making decisions based on merit without regard to race, color, hair texture, gender, religion, age, nationality, social or ethnic origin, sexual orientation, gender identity, gender expression, LGBTQIA+ status, marital status, pregnancy, disability, genetics, veteran status, or any other characteristic protected by law.