HR & Administrative Compliance Coordinator

Job Description

Job Description

Description:

Position Summary

The HR & Administrative Compliance Coordinator provides administrative, compliance, reporting, and operational support to the Human Resources and Administration functions of the organization. This position plays an important role in maintaining accurate employee records, monitoring compliance requirements, auditing HR files and organizational systems, preparing reports, and identifying documentation or process deficiencies.

The ideal candidate is highly organized, detail-oriented, comfortable working with technology and data, and able to independently follow established processes while identifying items requiring additional review or corrective action.

This is a support-focused position that works collaboratively with HR, administrative leadership, facility leadership, and other departments to promote accurate records, consistent processes, regulatory readiness, and effective administrative operations.

**ATTENTION:
Remote position, but applicants must reside in the Middle Tennessee area to be considered.  

Essential Duties & Responsibilities

HR & Administrative Support

• Provide day-to-day administrative support to the Human Resources and Administration departments.
• Assist with maintaining accurate and complete employee records and HR documentation.
• Assist HR team members with employee documentation, personnel changes, correspondence, tracking, and other administrative functions.
• Maintain spreadsheets, trackers, reports, and other administrative tools used by HR and organizational leadership.
• Assist with special projects, data collection, document preparation, and other administrative initiatives.
• Handle confidential employee, business, financial, and organizational information with appropriate discretion.

HR File & Compliance Auditing

• Conduct routine audits of employee personnel files to verify required documentation is present, accurate, current, and appropriately maintained.
• Review personnel records for items such as employment documentation, licenses and certifications, background information, training records, acknowledgments, evaluations, and other required documentation.
• Maintain audit logs and communicate identified deficiencies to appropriate HR or operational leadership.
• Track outstanding compliance items and assist with follow-up to ensure deficiencies are resolved.
• Assist with internal compliance reviews and preparation for external audits, surveys, licensing reviews, or accreditation activities as requested.
• Support periodic reviews of HR practices and documentation for consistency with organizational policies and established procedures.

Systems & Software Auditing

• Perform routine audits of HR, administrative, and other assigned organizational software systems.
• Review system information for accuracy, completeness, consistency, and compliance with established organizational processes.
• Compare information across systems, reports, and source documentation to identify discrepancies or incomplete records.
• Assist with monitoring user access, required system documentation, workflow completion, or other system-related compliance requirements as assigned.
• Document discrepancies and coordinate with appropriate departments to facilitate corrections.
• Assist with implementation, testing, cleanup, or maintenance of HR and administrative software systems.

Reporting & Data Integrity

• Prepare recurring and ad hoc HR and administrative reports for leadership.
• Compile information from multiple systems or departments into organized reports, spreadsheets, dashboards, and tracking documents.
• Review reports for unusual activity, missing information, discrepancies, or trends requiring further review.
• Assist leadership with collecting and organizing data used for operational, compliance, HR, and administrative decision-making.
• Maintain accurate tracking systems for assigned compliance and administrative functions.
• Assist with data validation and reconciliation between systems when necessary.

Process & Compliance Support

• Assist with reviewing administrative and HR processes to identify opportunities for improved accuracy, consistency, and efficiency.
• Help maintain written procedures, forms, checklists, audit tools, and other departmental resources.
• Monitor assigned deadlines and compliance requirements and communicate outstanding items to appropriate individuals.
• Assist with corrective action tracking resulting from internal audits or compliance reviews.
• Support implementation of new administrative processes, systems, policies, and procedures.
• Perform other HR, compliance, reporting, and administrative duties as assigned.

Requirements:

Qualifications

Required

High school diploma or equivalent.

Prior experience in human resources, office administration, healthcare administration, compliance, auditing, business operations, or a related support function.

Strong organizational skills and attention to detail.

Ability to review detailed documentation and identify missing, inconsistent, or inaccurate information.

Strong written and verbal communication skills.

Ability to manage multiple assignments and deadlines.

Comfortable working with spreadsheets, databases, and web-based business software.

Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and related applications.

Ability to maintain confidentiality and appropriately handle sensitive employee and organizational information.

Ability to work independently while recognizing when issues should be escalated.

Preferred

Two or more years of HR, administrative, compliance, healthcare, or related experience.

Experience working in behavioral health, healthcare, or another regulated environment.

Experience auditing personnel files or compliance documentation.

Experience using HRIS, payroll, learning management, credentialing, scheduling, or other workforce management systems.

Intermediate Microsoft Excel skills, including sorting, filtering, formulas, and working with larger data sets.

Experience preparing reports or maintaining compliance tracking systems.

Work Environment

This position operates in a professional administrative environment and routinely uses computers, electronic records, spreadsheets, web-based software systems, email, telephone, and other standard office technology.

The position may require interaction with employees and leadership across multiple facilities and departments.