Human Resources Generalist (HR Generalist)

Job Description

Job Description

POSITION SUMMARY

We are looking for an HR Generalist with approximately 2 to 4 years of experience who is ready to step into a role with real breadth and ownership. This is not a support role on a large HR team. You will be the primary HR resource for the organization, handling everything from posting jobs and onboarding new hires to supporting managers with employee issues and keeping our HR systems running accurately.

The right candidate is organized, dependable, and genuinely interested in HR work. You do not need to have all the answers — but you need to be curious, willing to learn on the job, and comfortable juggling multiple tasks in a busy environment. You will report to the VP of Operations and work closely with clinical and administrative leadership across both markets.

WHAT YOU WILL BE RESPONSIBLE FOR

Recruiting & Hiring

• Post open positions, review applications, and coordinate interviews for clinical and administrative roles.

• Manage our applicant tracking system, Apploi, keeping candidate records up to date and pipelines organized.

• Work with hiring managers to schedule interviews, collect feedback, and move candidates through the process efficiently.

• Help build out simple, consistent interview guides and evaluation forms for recurring roles.

• Support the sourcing process by identifying job boards, referral channels, and outreach approaches that work for clinical hiring.

Onboarding & New Hire Setup

• Coordinate onboarding for all new hires — paperwork, I-9s, background checks, and system setup — so every new employee has a smooth first week.

• Track required credentialing and compliance documentation for clinical staff, including certifications and background check requirements specific to ABA roles.

• Coordinate new hire training schedules and follow up to ensure completion of required modules.

• Be the friendly, organized point of contact for new employees during their first weeks on the job.

New Hire Check-Ins & Early Performance Support

• Schedule and track 30/60/90-day check-ins for new hires in coordination with their supervisors.

• Flag any early concerns to the VP of Operations so issues can be addressed before they grow.

• Help managers use simple, consistent tools to provide early feedback and document conversations.

Performance Management

• Administer the organization's performance review cycle, including scheduling, distributing forms, and tracking completion.

• Support managers in documenting performance concerns and following established HR processes consistently.

• Maintain organized, up-to-date employee files and HR records.

• Assist with performance improvement documentation under the guidance of the VP of Operations.

HRIS Administration — Viventium

• Viventium is our HRIS platform, and it is not a simple system. This will be one of the more technically demanding parts of the job — but we will provide training and support to get you up to speed.

• Add new employees to Viventium and manage updates to status, pay, and terminations.

• Complete onboarding workflows in Viventium, including entering credentialing and compliance documentation for clinical staff.

• Keep employee records accurate and up to date; flag and correct any data discrepancies.

• Learn the system well enough to answer basic questions from staff and run standard reports for leadership.

Day-to-Day HR Support & Employee Relations

• Serve as a consistent, accessible HR resource for employees and managers across both locations.

• Help address basic employee questions on policies, benefits, and HR processes.

• Support the VP of Operations in handling employee relations situations — documenting conversations, tracking follow-up, and keeping things organized.

• Promptly escalate anything complex or sensitive to the VP of Operations.

Labor Compliance & Risk Management

• Ensure employee files, I-9s, and required certifications are current, complete, and audit-ready at all times.

• Support consistent application of HR policies across both locations to reduce the risk of unequal treatment or policy violations.

• Maintain awareness of federal and Pennsylvania state employment law basics — wage-and-hour, leave requirements, anti-discrimination obligations — and flag potential issues to the VP of Operations.

• Track required compliance training (mandatory reporting, abuse and neglect, HIPAA, and other ABA-sector requirements) and follow up with staff to ensure timely completion.

• Help ensure job postings, offer letters, and employment documentation use accurate, consistent language aligned with Kutamani's policies.

• Assist with unemployment claims and employment verifications, responding accurately and on time.

• Manage the Work Opportunity Tax Credit (WOTC) program — ensuring new hire screening forms are completed at the time of hire, submissions are made within required deadlines, and certifications are tracked and reported to leadership.

• Escalate any situation that carries legal or regulatory risk — you will not be expected to handle these alone, but you are expected to recognize them and raise them quickly.

Employee Engagement & Retention

• Help coordinate simple, low-cost recognition programs and engagement touchpoints throughout the year.

• Track who is leaving and why — maintain basic turnover data and share it with leadership on a regular basis.

• Bring ideas for improving the employee experience, especially for our clinical staff who are the backbone of the organization.

WHAT WE ARE LOOKING FOR

Required

• 2 to 4 years of HR experience in a generalist or HR coordinator capacity — enough to be comfortable in the role, but you do not need to have done everything on your own before.

• Exposure to the core HR functions: recruiting, onboarding, employee records, and basic employee relations.

• Comfortable working in HR systems and learning new software; prior ATS or HRIS experience is a plus but not required if you are technically comfortable and quick to learn.

• Strong organizational skills and attention to detail — you will be managing a lot of moving pieces simultaneously.

• Reliable written and verbal communication skills; you will be interacting with employees, managers, and leadership regularly.

• Ability to work independently and manage your own time without a lot of hand-holding — this role requires initiative.

• Trustworthy and discreet — you will handle confidential employee information every day.

• Genuine interest in working in a healthcare or clinical environment and contributing to a mission-driven organization.

Nice to Have

• Experience in healthcare, ABA, behavioral health, or any regulated clinical setting.

• Familiarity with ABA-related credentialing (BCBA, RBT certification, or similar).

• Prior experience with Viventium or Apploi.

• Working toward a PHR, SHRM-CP, or a related certification.

• Experience in a small or growing organization where you had to wear multiple hats.