Recruitment and Retention Coordinator

Description:

Recruiting & Onboarding

Develop and execute proactive sourcing strategies across job boards, social media, community organizations, caregiver training programs, and referral networks to build a robust, diverse candidate pipeline for every position in the agency.

Own full-cycle recruiting for all open agency positions — caregivers, scheduling coordinators, administrative and office staff, and other corporate roles — screening, interviewing, and hiring qualified candidates and moving them efficiently through the pipeline to meet both client and internal staffing demands.

Represent Amada Orange County at job fairs, career expos, and community outreach events — staffing the booth, presenting the agency to prospective caregivers, and collecting/following up on leads generated.

Manage the applicant tracking system and maintain an active, qualified caregiver pipeline sufficient to meet client care demands.

Coordinate required pre-employment steps: background checks, DOJ/FBI Live Scan, TB clearance, and verification of active status on the California Home Care Aide Registry (per AB 1522).

Track and maintain required trainings, certifications, and renewals (CPR/First Aid, in-service training hours, TB re-testing).

New-Hire Orientation & Required Hiring Documentation

Plan, schedule, and personally lead new-hire orientation for every incoming caregiver at the San Clemente office, covering Amada's mission, care philosophy, client-service standards, safety protocols, and reporting procedures.

Prepare and review the complete new-hire documentation packet, obtaining all required signatures before a caregiver's first client assignment, including: Form I-9 (Employment Eligibility Verification) with acceptable identity/work-authorization documents; Form W-4 and California Form DE 4; offer letter, employment agreement, and job description acknowledgment; employee handbook acknowledgment; Wage Theft Prevention Act notice (Labor Code §2810.5); sexual harassment prevention training acknowledgment (SB 1343); mandated-reporter training and acknowledgment; confidentiality/CMIA acknowledgment; direct deposit and emergency contact forms; and, where applicable, driving record and auto insurance verification for caregivers who transport clients.

Confirm and file all required health and eligibility clearances as part of onboarding: DOJ/FBI Live Scan results, TB clearance, CPR/First Aid certification, and active status on the California Home Care Aide Registry (AB 1522), per CDSS HCO licensing standards.

Assemble and audit each new-hire's personnel file for completeness against CDSS HCO licensing requirements, and maintain a tracking log confirming no caregiver is placed with a client until all documentation and clearances are on file.

Own the orientation and hiring-document checklist end-to-end, updating it as CA home care regulations change and coordinating with the HR Manager or AFI Franchise Support on any compliance questions.

Engagement & Retention

Own the first-month caregiver lifecycle end-to-end, serving as the caregiver's primary point of contact for HR-related support.

Conduct a structured 30-day check-in cadence with every new caregiver: a brief touch-base call or meeting in week one, a second touch-base in week two, and a formal 30-day review that assesses fit, addresses early concerns, and documents next steps.

Design and run proactive retention interventions (check-ins, recognition efforts, satisfaction surveys) in partnership with scheduling coordinators.

Analyze first-year turnover and exit-interview data monthly; report trends and recommendations to agency leadership.

Support employee relations matters and performance documentation as needed on a general HR basis, escalating complex issues to the HR Manager, AFI Franchise Support, or legal counsel as appropriate.

Coordinate caregiver leave, PTO, and time-off requests with scheduling coordinators to plan coverage in advance and minimize gaps in client care.

HR Compliance & Administration

Maintain accurate, compliant personnel files in accordance with CDSS HCO licensing standards and CMIA confidentiality requirements.

Own ongoing compliance monitoring for the entire caregiving team — not just at hire — tracking expiration dates for the CA Home Care Aide Registry, Live Scan, TB clearance, CPR/First Aid, and required in-service training hours, and proactively following up with caregivers and their supervisors well before anything lapses.

Maintain a renewal/expiration tracking log or calendar system so credential and training status is visible and auditable at any time, supporting CDSS HCO licensing readiness.

Serve as a general HR resource for the caregiving team and agency staff as needed — answering policy questions, routing benefits or payroll questions to the right party, and providing day-to-day HR support beyond recruiting and onboarding.

Monitor caregiver wage-and-hour compliance under IWC Wage Order 15, including meal/rest breaks, overtime, and travel-time-between-clients tracking.

Support unemployment claims, workers' compensation intake, and leave-of-absence administration.

Maintain HR reporting dashboards (time-to-fill, retention, turnover, credential/training compliance) and prepare monthly KPI summaries for leadership.

Flag any request involving actual client or caregiver PHI/PII/financial data for secure handling in the agency's care management system rather than general HR files or this type of tool.

BS/BA in Human Resources, Business Administration, or a related field, or equivalent professional experience.

1+ years of experience in high-volume recruitment, human resources, or talent management, preferably within home care, senior care, healthcare, or another hourly-workforce service environment.

Exceptional interpersonal and communication skills, with the ability to build rapport quickly with an hourly, caregiving workforce and with clients' families.

Strong analytical skills, with the ability to track HR metrics, interpret turnover/retention data, and translate findings into actionable retention strategies.

Exceptional organizational and project-management skills, able to manage competing priorities across the full caregiver employee lifecycle in a fast-paced agency setting.

Working knowledge of (or willingness to quickly learn) CDSS HCO licensing, the CA Home Care Aide Registry (AB 1522), IWC Wage Order 15, and CMIA confidentiality requirements.

Bilingual ability (e.g., Spanish, Vietnamese, Korean, or Mandarin) is not required but is a suggested/preferred plus given Orange County's caregiver and client demographics.

Proficiency with applicant tracking systems / HRIS platforms and Microsoft Office.

Reliable transportation and a valid CA driver's license for local travel to recruiting events, interviews, and occasional client-site visits.

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