People Experience Coordinator

Job Description

Job Description

Overview: 

The People Experience Coordinator supports Latitude Therapy’s employee experience throughout the employee lifecycle, from onboarding through offboarding. This position coordinates routine employee processes, maintains accurate employee information and documentation, supports benefits administration, and assists employees with general administrative needs.

The People Experience Coordinator also supports employee engagement, internal communications, recognition initiatives, staff events, and employee-facing resources. The position may assist with organizational communications and promotional initiatives related to Latitude’s programs, services, events, and community presence.

This role is responsible for creating a consistent, organized, welcoming, and responsive experience for employees while ensuring routine processes are completed accurately and on time.

The People Experience Coordinator works within established policies and procedures and under the direction of the Head of Human Resources. Employee relations concerns, investigations, accommodations, leave administration, compliance matters, disciplinary decisions, termination decisions, and other sensitive or escalated matters are referred to the Head of Human Resources.

Position Details:

• Position Type: Part-Time

• Job Location: On-site, with hybrid work available

• Schedule: M-F 8:30a.m-4:30p.m

Responsibilities Human Resources Administration

Onboarding:

• Coordinate routine administrative tasks associated with the new hire onboarding process.

• Monitor and follow up on required onboarding documentation and deadlines.

• Track FCSR background checks and assist with routine follow-up and troubleshooting.

• Track Paylocity onboarding packets, including missing documents and required signatures.

• Establish new employee pay codes and coordinate required administrative updates.

• Send pre-hire communication, onboarding instructions, and reminders.

• Coordinate new hire orientation classes and assist with orientation logistics.

• Assist with new hire benefit enrollment.

• Ensure onboarding records are complete, organized, and properly filed.

Offboarding:

• Coordinate routine administrative tasks associated with employee offboarding.

• Prepare and send termination communications as directed by the Head of HR.

• Support with scheduling termination meetings and phone calls as needed.

• Coordinate the deactivation of employee accounts.

• Track company property returns and follow up on outstanding items.

• Organize and file offboarding documentation.

• Assist with final administrative closeout and employee record updates.

• Refer questions or concerns regarding termination decisions, final pay, employee relations, or other sensitive matters to the Head of HR.

Employee Records & Documentation:

• Maintain accurate and organized employee records in designated systems.

• Upload, organize, and maintain employee documentation, including:

  • Certification updates

  • Incident reports

  • Doctor’s notes

  • Signed policies and acknowledgments

  • Technology agreements

  • Disciplinary documentation as directed

  • Other required employee records

• Assist with routine employee document collection, tracking, and follow-up.

• Maintain organized digital employee files and assist with periodic records audits.

• Ensure employee information is updated when changes occur.

• Assist with SOP updates and administrative process documentation.

• Maintain confidentiality when handling employee records and organizational information.

Benefits Administration & Employee Support:

• Assist with new hire benefit enrollment and ongoing benefits administration.

• Respond to routine employee benefit questions and assist with troubleshooting.

• Coordinate with benefit providers and internal contacts regarding routine administrative issues.

• Maintain accurate benefit-related records and documentation.

• Assist with Verifications of Employment.

• Respond to general employee administrative questions and route questions to the appropriate department or Head of HR when necessary.

• Provide support for routine employee administrative needs and in-person office visits.

• Help employees locate appropriate resources and information without providing guidance outside the scope of the position.

People Experience & Employee Engagement:

• Support a positive, welcoming, and organized employee experience throughout the employee lifecycle.

• Coordinate employee appreciation and recognition initiatives.

• Assist with staff celebrations, events, team activities, and employee engagement initiatives.

• Coordinate employee-facing materials, supplies, and resources.

• Assist with new hire welcome activities and employee orientation experiences.

• Support employee engagement projects designed to strengthen communication, connection, and organizational culture.

• Help collect and organize employee feedback, suggestions, and routine requests for review by the Head of HR.

• Assist with maintaining a professional, welcoming, and organized employee environment.

• Coordinate employee-related supplies and materials as assigned.

• Assist with initiatives that improve the employee experience and communication across departments.

• Assist with drafting and distributing employee announcements, organizational updates, reminders, and other internal communications.

• Help maintain employee-facing resources, guides, forms, and informational materials.

• Coordinate communications related to staff events, programs, organizational initiatives, and employee activities.

• Assist with creating simple visual and written materials for employee and organizational use.

• Support communication of Latitude programs, events, and initiatives as directed.

• Assist with approved social media, email, promotional, and community-facing communications when needed.

• Coordinate and maintain communication calendars and other tracking tools as assigned.

• Maintain organized records of communications, campaigns, events, and related materials.

• Develop and maintain a marketing calendar.

• Coordinate with departmental leads to create and execute approved marketing campaigns.

• Create and distribute news blasts for programs, events, announcements, and other communications as instructed.

• Manage Mailchimp contacts and email marketing administration, including:

  • Organizing and maintaining contact lists.

  • Maintaining referral source information.

  • Updating contact records.

  • Supporting email campaigns and communications.

• Order, design, organize, and assign company merchandise within approved departmental budgets.

• Assist with the creation of promotional materials, social media graphics, and other marketing resources.

• Coordinate registration and administrative details for annual conferences, career fairs, and staff-facing events.

• Assist with event preparation, promotional activities, and post-event follow-up.

• Maintain organized records of marketing activities, campaigns, contacts, and event participation.

• Complete additional marketing and communications tasks as assigned.

Required Skills Qualifications:

• Education Requirements:

  • High school diploma (required).

  • Associate’s or bachelor’s degree in Human Resources, Business Administration, Communications, Marketing, or a related field (preferred).

• Experience:

  • Experience in behavioral health (required).

  • Previous experience in employee support, administrative coordination, onboarding, recruiting coordination, HR administration, communications, customer service, or a related field (preferred).

  • Experience working with HRIS systems, benefits administration, employee engagement, event coordination, or internal communications (preferred).

Skills:

• Strong organizational and administrative skills with excellent attention to detail.

• Ability to manage multiple priorities, deadlines, and employee requests.

• Strong written and verbal communication skills.

• Professional, responsive, and tactful communication with employees, candidates, vendors, and internal teams.

• Strong follow-through and ability to independently manage assigned responsibilities.

• Ability to maintain confidentiality and exercise discretion with employee and organizational information.

• Strong customer service and employee support skills.

• Proficiency with Google Workspace and Microsoft Office or comparable productivity tools.

• Ability to learn and effectively use Paylocity, SmartSuite, Rethink, TheraDriver, Mailchimp, and other organizational systems.

• Strong recordkeeping, filing, data entry, and follow-up skills.

• Ability to create clear, organized, and engaging written and visual communications.

• Basic understanding of employee engagement, internal communications, social media, and content creation.

• Ability to follow established policies and procedures and recognize when an issue requires escalation.

• Ability to work independently while collaborating with the Head of HR and department leaders.

• Adaptability and willingness to support evolving organizational needs.