People Operations Coordinator

Join an empowered team that is making a difference in our community!

At PROVAIL, we believe everyone deserves the opportunity to live a meaningful life in their home and community. For more than 80 years, we've partnered with people with disabilities to remove barriers, expand opportunities, and champion inclusion. We bring that same commitment to our employees by creating a workplace where people feel valued, respected, and empowered to thrive.

GENERAL FUNCTION:

PROVAIL is hiring a People Operations Coordinator to join our team and play a vital role in creating a seamless employee experience from onboarding through offboarding. Reporting to the Talent Acquisition Manager, this position is responsible for accurately managing employee lifecycle processes, personnel records, documentation, and sensitive employee data while ensuring compliance with agency standards and applicable federal, state, and regulatory requirements. We’re looking for a highly organized, detail-oriented, and dependable professional who takes pride in getting the details right, protecting confidentiality, and keeping processes running smoothly. As a key operational partner, the People Operations Coordinator will help maintain data integrity and audit readiness, support seamless employee transitions, and identify opportunities to strengthen and improve People Operations processes across the organization.

This is a full-time, weekday position (Monday–Friday, typical business hours) with an expectation of at least 2-3 onsite days per week at PROVAIL headquarters, and additional in-person presence as needed.

About Us

PROVAIL was founded in 1942 by parents of children with cerebral palsy. They created some of the first community services for individuals with cerebral palsy and other complex support needs in the area. Our mission is supporting people with disabilities to fulfill their life choices. We help people decide how they want to live their life in the community and then provide the support services they need to act on those choices. We are one of the state’s largest private, multi-service agencies dedicated to meeting the needs of children and adults with all types of disabilities.

What we offer:

• Competitive pay, $28 - $31 per hour, DOE
• Comprehensive medical, dental, vision insurance with highly subsidized employer contribution for the employee. Dependent coverage for qualified family members is available.
• Employer Funded Health Reimbursement Account (HRA) when enrolled in a medical plan.
• Flexible Spending Accounts (FSA) - Health Care and Dependent Care
• Employee Assistance Program
• 104 hours paid vacation plus incremental increases based on years of service
• Twelve paid personal holidays
• 403(b) retirement plan
• Referral bonus program
• Monthly cell phone stipend and mileage reimbursement
• Extensive paid training and professional development opportunities

ESSENTIAL DUTIES:

HR Administration (30%)

• Responds to general, routine employee inquiries and HR inbox messages, redirecting messages to the appropriate People & Culture staff. Assists employees and managers in the use of our time and attendance system.
• Oversees the Employee Referral Bonus Program, approving and processing payments.
• Responds to requests for wage verifications and employment verifications, liaising with employees and requesting agencies as necessary.
• Performs timely background checks in compliance with the Division of Developmental Disabilities (DDD) and/or Division of Vocational Rehabilitation (DVR).
  • Ensures timely completion of annual background checks.
  • Assists employees and candidates with scheduling fingerprint-based background check appointments.
  • Maintains character competency suitability reviews (CCS).
• Identifies and reports opportunities or deficiencies with existing processes to management, along with recommendations for resolution.
• Provides direct support to the HR Manager, updating the human resource information system (HRIS), creating correspondence, and special projects.
• Assists employees with Public Service Loan Forgiveness (PSFL) applications.

Benefits Administration (20%)

• Coordinates health benefits enrollments and changes in compliance with federal, state and local laws and regulations through the various carriers, including but not limited to assisting with the annual open enrollment, responding to questions about health plans, and processing new enrollments, changes, and terminations. Administers COBRA notices.
• Assists employees with enrollment and change issues, liaising with benefit vendors as needed.
• Ensures effective communication of plan developments and changes to employees.
• Provides reports on demand such as census and other data for brokers, insurance carriers and management.

Records and Personnel Files (20%)

• Maintains accurate and up-to-date personnel records in compliance with legal requirements and PROVAIL policies. Ensures confidential handling and secure storage of employee files.
• Processes recordkeeping on all employees, interns, work-study students and independent contractors in accordance with agency, applicable federal, state and local law, federal contractor and certification requirements. Creates and maintains electronics and paper personnel files.
  • Follows up with new hires who have missing documentation.
  • Conducts periodic personnel file audits to ensure compliance.
  • Creates new personnel files to ensure they are created within the first week of employment.
  • Manages the archiving process in accordance with records retention policies.
• Reviews, tracks, and documents compliance with mandatory online training (Navex).
• Monitors and records employee participation in ethics and compliance training and initiatives.
• Facilitates audits by providing records and documentation to auditors.
• Generates reports on employee completion and compliance status.
• Runs standard reports in and prepares data for internal and external audiences.

Onboarding & New Employee Set-Up (10%)

• Assists the Talent Acquisition Manager with onboarding new staff. Duties include but are not limited to HRIS setup, personnel file creation, scheduling attendance to New Employee Orientation.
• Updates and maintains the onboarding portal in the HRIS.
• Works directly with managers to administer technology and system access setup for new employees. May also support changes for existing employees
• Assists with New Hire Orientation as needed, including collecting/verifying required documentation, safety overview, and presenting the benefit portion of orientation.

Offboarding (10%)

• Manages separations by updating the HRIS, deactivating IT and building access, and updating personnel files.
• Coordinates with the Payroll Accountant 2 to issues final paycheck and vacation payout.

Accessibility, Equity & Inclusion (5%)

• Contribute to a respectful and inclusive workplace by demonstrating behaviors aligned with PROVAIL’s Equity Statement and Anti-Racist Policy.
• Collaborate effectively across departments while valuing diverse perspectives and lived experiences.
• Use inclusive communication practices and support accessibility for colleagues, clients, and visitors.
• Participate in learning opportunities related to equity, inclusion, and cultural responsiveness.

Other Responsibilities

• Performs end-to-end recruitment process in the Talent Acquisition Manager’s absence.
• Other duties as assigned.

REQUIREMENTS

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements:

• HS Diploma or GED and 2 years or experience in administrative or human resources roles.
• Familiarity with Human Resources Information Systems (HRIS) such as UKG, PeopleSoft, or ADP is highly valued.
• Must be able to travel between work sites, attend off-site meetings, and efficiently meet with clients and business partners in the community as required to fulfill job responsibilities.
• Must be able to pass a criminal history background check.
• Lived experience and experience working with individuals with disabilities in a community setting is preferred.

REQUIRED COMPETENCIES

Communication: Demonstrates the ability to communicate effectively, both orally and in writing, with all levels within the organization and with external customers. Demonstrates excellent interpersonal skills, listens actively, and conveys information clearly.

Cultural Competency and Humility : Demonstrates a commitment to equitable, inclusive, and respectful practices in all interactions. Exhibits an openness to learning from diverse cultural perspectives, lived experiences, and communication styles.

Empathy: Demonstrates genuine understanding of others’ feelings, perspectives, and experiences. Uses person-centered language and affirms dignity and worth.

Integrity: Consistently upholds confidentiality, ethical standards, and professional boundaries. Builds and maintains supportive relationships while safeguarding the emotional and physical well-being of others.

Quality Orientation: Maintains high standards for accuracy, thoroughness, and continuous improvement.

Stress Tolerance: Maintains composure, focus, and effectiveness under pressure or adversity. Performs well when faced with a time frame, workload, adversity, disappointment, or opposition stressors.

PHYSICAL REQUIREMENTS

The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

This role requires the ability to sit, stand, and/or walk for extended periods, communicate effectively with others verbally & in writing, lift and carry items up to 25 pounds, and operate computer hardware and related systems. The position also requires sufficient visual and hearing abilities to perform job duties safely and effectively, including close and distance vision, color vision, peripheral vision, depth perception, ability to adjust focus, and the ability to hear and respond to verbal communication and environmental sounds.

WORKING CONDITIONS

Work involves frequent interaction with people in dynamic and, at times, unpredictable situations. Employees must be able to assess and adapt in real time.

• Engage in and respond to difficult or sensitive conversations with participants, residents, clients, family members, coworkers, supervisors, and external partners.
• Maintain clear, consistent, and professional boundaries, even in emotionally charged situations.
  Navigate ambiguity, competing needs, and changing priorities.
• Demonstrate emotional regulation, sound judgment, and professionalism under stress.
• Acknowledge that discomfort may occur and remain effective while upholding organizational values and expectations.
• Adherence to all agency safety protocols, including infection control, incident reporting, and emergency response procedures.
• Participation in required trainings (e.g., de-escalation, CPR/First Aid, workplace safety).
• Use of personal protective equipment (PPE) as required by role or setting.

PROVAIL is committed to diversity & inclusion and continually working to build an organizational culture and climate in which every voice is valued, staff have a sense of belonging and connection with one another and to the organization, and staff feel empowered to do their best work. We specifically encourage people of color, individuals who identify as LGBTQ and individuals with disabilities to apply for this position.

PROVAIL is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.