HR Coordinator

POSITION OVERVIEW

The HR Coordinator provides essential support to the Human Resources Department in the day-to-day administration of human resources functions. This role ensures accurate employee record maintenance, regulatory compliance, and effective delivery of HR services across the organization. The HR Coordinator works closely with the HR Director and departmental leadership to maintain a productive, compliant, and engaged workforce.

PRIMARY RESPONSIBILITIES

HRIS Administration and Data Management

Maintain accurate and current employee information within the Human Resources Information System (HRIS):

• Process new hire data entry, terminations, transfers, job title changes, and salary adjustments in HRIS
• Monitor and maintain employee leave balances, including accrual tracking and balance reconciliation
• Process employee leave requests and coordinate approvals with supervisors and management
• Reconcile HRIS data with payroll to ensure accuracy and consistency
• Assist with benefits administration, including enrollment data management and benefits communication
• Generate reports and produce data for HR analysis, audits, and management review

Employee File and Records Management

Maintain complete and organized employee personnel files:

• File and organize employee documents including I-9 verification, background checks, license/credential verification, and reference checks
• Upload and maintain employee documentation in HRIS and ensure records are current and complete
• Maintain compliance training and certification records for employee files
• Respond to requests for employee records and documentation in compliance with regulations
• Maintain confidentiality and security of sensitive employee information

New Hire Onboarding and Orientation Support

Coordinate and support new hire activities:

• Verify employment eligibility by processing I-9 forms and maintaining documentation
• Coordinate background checks and pre-employment screening
• Prepare new hire packets and orientation materials for first-day onboarding
• Enroll new hires in required compliance and orientation training programs
• Track new hire progress through onboarding and probationary periods

Compliance, Audit Support, and Regulatory Matters

Support regulatory compliance and audit activities:

• Assist with preparation of documentation for internal and external audits and regulatory reviews
• Maintain compliance tracking for employee training requirements and certifications
• Monitor and track Family and Medical Leave Act (FMLA) compliance and employee eligibility
• Support HR Director in responding to regulatory inquiries and compliance matters
• Maintain compliance calendars and ensure timely completion of required filings and reporting

Recruitment and Staffing Support

Provide operational support for recruitment and staffing activities:

• Coordinate posting of job openings on appropriate job boards and career portals
• Track open positions and provide reporting on recruitment status and timelines
• Maintain position control records and requisition tracking
• Screen candidate applications and coordinate interview scheduling
• Process offer letters and new hire documentation

HR Policy and Process Support

Support HR policy implementation and standardization:

• Distribute HR policies and maintain records of employee acknowledgment
• Coordinate HR processes including leave requests, disciplinary documentation, and performance tracking
• Prepare and distribute HR communications to staff
• Respond to employee and manager inquiries regarding HR policies and procedures

General Responsibilities

Perform other duties as assigned:

• Assist with special HR projects and initiatives as directed by HR Director
• Support employee relations activities and respond to employee concerns
• Assist with benefits renewal and employee benefits communication

Requirements

REQUIRED QUALIFICATIONS AND EXPERIENCE

Education:

High School diploma or GED required; associate's degree or some college coursework in Human Resources, business administration, or related field preferred.

Experience:

2+ years of experience in human resources administration, payroll operations, or related business administrative role

Experience with HRIS or human resources information systems (Paylocity experience preferred)

Experience with employee file management and records retention

Familiarity with HR compliance fundamentals including leave administration and FMLA

Required Skills and Competencies:

Strong attention to detail and accuracy in data entry and record maintenance

Excellent organizational and time management skills with ability to manage multiple tasks

Proficiency with computer systems and software, including Microsoft Office and database management

Ability to communicate clearly and professionally with employees at all organizational levels

Strong commitment to confidentiality and HIPAA compliance

Ability to work independently and as part of a team

Preferred Qualifications:

Healthcare or hospital administration experience

Experience with benefits administration

Knowledge of employment law and regulatory compliance

HRCI certification (PHR, aPHR) or pursuit of certification

WORKING ENVIRONMENT AND PHYSICAL REQUIREMENTS

Physical Requirements:  

Ability to sit at a desk/computer for extended periods; ability to lift and carry files and documents (up to 25 lbs); ability to navigate multiple floors and departments within the facility; occasional standing and walking

Work Environment:

Primary role conducted on-site at the hospital; occasional flexibility to work in multiple locations; access to sensitive and confidential employee information requiring strict HIPAA compliance

Schedule: Onsite full-time business hours; M-F 9am-5pm occasional flexibility may be required for HR events or special projects