Human Resources Coordinator

Purpose

This role supports day-to-day HR operations for California, Florida, and remote locations, advancing the Human Resources function in support of the Los Angeles Film School and its employees. Primary responsibilities include recruiting, onboarding, employee records management, administration of the Company's Education Assistance Programs, voluntary exit interviews, and HRIS administration. The HR Coordinator plays a key role in maintaining accurate employee data, ensuring efficient HR processes, and delivering exceptional service to employees and managers. This is an in-office position.

This position offers the opportunity to develop broad Human Resources knowledge and gain experience across talent acquisition, onboarding, HR operations, compliance, employee programs, and HR technology. Working closely with HR leadership, the HR Coordinator will have opportunities to expand their responsibilities, develop professionally, and build a well-rounded foundation for continued growth within the Human Resources field.

Essential Duties & Responsibilities (those that must be performed with or without an ADA Accommodation):

Recruitment and Staffing:

• Timely administration of the recruitment process, including job postings, approval-to-hire (ATH) tracking, oversight and management of the applicant tracking system (ATS), candidate background screening, and effective communication with all parties; candidates, hiring managers and the HR team. Train hiring managers on the electronic ATS.
• Reviews job postings for ADA completeness, appropriateness and accuracy and partners with hiring managers to update job descriptions as needed before posting.
• Partner with hiring managers and department heads to provide candidate updates and address concerns throughout the recruitment process.
• Maintain tracking reports and monitor each candidate's status throughout the hiring process.
• Prepare and process offer letters for all positions below the Vice President level. Coordinate with the Director of Human Resources on offer letters for Vice President-level positions and above.
• Reviews background screening results and escalates any report containing potentially disqualifying information to HR Leadership for review.
• Escalate issues that may impact timely or accurate completion of recruitment activities or compliance with HR procedures to HR Leadership.
• Proactively communicates issues, escalates concerns when appropriate, and identifies opportunities to improve HR processes.

Onboarding :

• Manage the onboarding process, including the timely completion of all required forms and documentation, and escalate candidate documentation issues to hiring managers as appropriate.
• Keep HR leadership and hiring managers informed on the status of each candidate's onboarding progress.
• Coordinate and facilitate new hire orientation, including system access, identification badges, required training, and new hire documentation.
• Verify employment eligibility and complete I-9 verification through E-Verify within 3 days of the hire date.

Compliance & Employment Administration :

• Process employment verification (VOE) requests.
• Respond to unemployment claims and coordinate with state agencies as appropriate.
• Maintain employment compliance documentation in accordance with company policy.

Employee Records Management :

• Maintain and update employee personnel files, related to the overall responsibilities of the position and HR systems with accuracy and confidentiality.
• Process employee status changes (e.g., address updates, direct deposit, tax elections, terminations, etc.).
• Respond to general HRIS inquiries, such as password resets or profile updates.
• Monitor all payroll related documents and file into the employees personnel file.

Employee Education Management:

• Administer the full process for employee education assistance programs participation and interest.
• Process MACH forms and ensure all documentation is recorded in the employee's personnel file.
• Communicate with managers to confirm and approve employee participation requests.
• Prepare and administer education assistance agreements per policy, coordinating directly with participating employees.
• Meet with employees to review education assistance agreements, eligibility criteria, and program expectations.
• Ensure employee meets with Finance regarding tax consequences of a Full Sail Master's degree.
• Finalize the approval process and coordinate with the Financial Aid department to ensure accurate setup and processing.
• Implements approved process improvements related to employee education programs.

Terminations & Exit Interviews:

• Coordinate final pay processing, for voluntary and involuntary terminations, in collaboration with Payroll and the HR team.
• Coordinates involuntary termination documentation to ensure all required approvals and supporting documentation have been received prior to processing.
• Conduct exit interviews for voluntary separations to gather feedback and support continuous improvement.
• Ensure all termination documentation is completed accurately and filed appropriately.
• Coordinate the collection and return of company-issued equipment (e.g., laptops, access cards).
• Process employee terminations in the HRIS and IMT system in a timely and accurate manner.

Communication & Responsiveness:

• Demonstrate professional, timely, and clear communication in all interactions.
• Provides timely, professional, and responsive customer service to employees, managers, and external partners.
• When additional time is required to address a matter, proactively communicate expected response or completion timelines.
• Ensure all written and verbal communications provide full context, are concise, accurate, and clear to support effective decision-making and collaboration.
• Escalate employee relations concerns, policy violations, or other workplace issues to HR Leadership in a timely manner.
• Maintain a courteous and solution-oriented approach in all correspondence with internal and external stakeholders.

Non-Essential Duties & Responsibilities (those that must be performed with or without an ADA Accommodation):

• Ensure HRIS updates are processed by the payroll deadline
• Notify payroll regarding any direct deposit, timecard, leave of absence etc.. issues before the payroll deadline.
• Partner closely with Payroll to ensure the timely and accurate processing of the bi-weekly payroll.

Other Responsibilities :

• Will support the HR Director with projects and reporting requirements, as needed.
• Serve as liaison to office/facility personnel on projects and provide administrative support as requested.
• Maintain effective relationships with all service providers such as the ATS, background checks, and Onboarding, etc.
• May support the HR team with benefit administration such as leaves of absence.
• Other human resources duties as assigned.

Supervisory Responsibilities

• None

Competencies | Knowledge | Skills | Abilities:

• Ability to build and maintain positive relationships and communicate effectively with employees, managers and stakeholders
• Professionalism and discretion
• Effective organization, workload prioritization and project management skills
• Effective critical thinking and problem-solving
• Demonstrates initiative, continuous learning, and a commitment to improving HR processes and professional knowledge.
• Effective customer service working with staff and faculty
• Team collaboration effective written and oral communication
• Ability to manage multiple priorities while maintaining exceptional attention to detail in a fast-paced environment.
• Proven ability to handle sensitive information with discretion and integrity

Education | Experience:

• Three (3) to five (5) years of progressively responsible Human Resources experience with emphasis in recruiting, onboarding, HRIS administration, employee records management, and HR operations.
• Experience supporting multi-state HR, benefits administration, leave administration, or payroll, preferred.
• Associate's or Bachelor's degree in Human Resources, Business Administration, Sociology, or a related field, preferred.
• In the absence of a degree, five (5) years of progressively responsible Human Resources experience is required.

Certificates | Licenses | Registrations:

• PHR, SHRM-CP, or HR Management Certificate preferred.

Preferred Computer Skills:

• Experience with UKG (formerly UltiPro)
• Experience with NetTime or similar timekeeping systems.
• Proficiency in Microsoft Office Suite and HR software applications; Applicant Tracking Systems (ATS), onboarding platforms, and HRIS applications.
• Google Workspace

Environmental Factors (are those that are required and performed with or without an accommodation):

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, scanning, phones, photocopiers, filing cabinets, printers and fax machines.
• While performing the duties of this job, the employee is regularly required to have the ability to maintain active stakeholder communication; access, input and retrieve information from the computer system.
• May be subject to, bending, reaching, kneeling, stooping and lifting to thirty (30) pounds.
• Able to be in the office as needed to perform the responsibilities of the position while the Office is generally working remotely.

Physical Demands (are those that are required and performed with or without an accommodation):

• Effectively operate general office equipment such as a computer, scanner and other LAFS office equipment.

Emotional & Mental Demands (are those that are required and performed with or without an accommodation):

• Maintains composure and professionalism in a fast-paced, dynamic environment with changing priorities and deadlines.
• Able to receive and apply constructive feedback, without conflict, to the work product or relationships.
• Demonstrated ability to work under pressure, meet tight deadlines, and handle multiple tasks concurrently in a fast pace environment.
• Ability to work independently and as part of a team with minimal supervision.
• Is self-directed and takes initiative to address issues and concerns and individual learning.
• Able to audit and analyze processes and procedures as well as identify new best practices in the field.
• Maintains confidentiality, integrity, honesty and transparency at all times.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.