HR Coordinator

GET TO KNOW US

For more than a century, Vista Del Mar Child & Family Services (VDM) has been dedicated to supporting children and families across Los Angeles County through high-quality programs and compassionate care. Our goal is to help children and families build strong foundations that support growth, stability, and meaningful opportunities throughout their lives. Many of the individuals we serve have faced long-standing challenges, and we are committed to meeting families where they are with respect and understanding. Vista Del Mar is guided by values centered on growth, opportunity, fairness, and excellence in service.

OUR CULTURE

At Vista Del Mar, our work is strengthened by the people we serve and the dedicated staff who support them. We strive to create an environment where everyone is treated with dignity, care, and respect. We recognize that personal experiences and life circumstances shape how individuals engage within their communities, and we actively work to reduce barriers while improving access and outcomes for families. Vista Del Mar is committed to fostering a workplace rooted in care, collaboration, professional growth, and mutual support, where each individual feels welcomed and valued. We believe meaningful action is the foundation of lasting trust.We welcome qualified applicants from a wide range of backgrounds and life experiences. Relevant professional and lived experience that supports effective service delivery to children and families is valued. All employment decisions are based on job-related qualifications, experience, and organizational needs.

MISSION:

Vista Del Mar provides a trauma-responsive continuum of services to empower children, youth, and families in Southern California to lead fulfilling lives.

POSITION SUMMARY

The Human Resources Coordinator serves as the operational backbone of the Human Resources department and provides direct coordination support to HR leadership and the HR team.

This position is responsible for HR intake coordination, personnel records administration, reporting preparation, compliance tracking, workflow monitoring, and operational follow-through. The role serves as the custodian of HR records and supports department effectiveness through accurate reporting, process coordination, and timely reminders.

The HR Coordinator gathers and prepares information that supports leadership oversight and team execution but does not independently manage employee cases, make employment decisions, conduct investigations, or own HR processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. HR Operations Coordination

• Serve as the initial coordinator for HR operational requests and administrative intake.


• Monitor HR inboxes, ticketing systems, requests, and shared workflows.


• Route requests and documentation to appropriate HR team members.


• Track completion status and follow up on outstanding action items.


• Maintain HR department calendars and recurring deadlines.


• Support onboarding, status changes, transfers, and offboarding workflow coordination.


• Coordinate document collection and ensure routing to responsible HR staff.

2. Reporting & Workforce Data Support

• Generate recurring and ad hoc HR reports for leadership review.


• Gather, validate, organize, and prepare workforce data to support operational decision-making.


• Maintain HR dashboards and trackers.

• Prepare reporting including:




• New hire reports


• Turnover reports


• Separation and termination tracking


• Staff List


• Workers’ Compensation tracking


• Leave status reports


• TB testing and health clearance reminders


• Licensing and certification expiration reports


• Contractor and Intern reports


• Onboarding completion reports


• Audit preparation reports


• HR operational metrics and aging reports


• Escalate discrepancies, overdue items, and incomplete workflows to assigned HRG led by HR Supervisor

3. Personnel Records Administration (Custodian of Records)

• Create, maintain, organize, and audit employee personnel files.


• Maintain electronic and physical personnel records.


• Ensure employee files remain complete and audit ready.


• Track missing documentation and coordinate completion with assigned HR team members.


• Administer record retention and document storage practices.


• Support internal and external audits through document preparation.

4. Compliance Tracking & Administrative Support

• Monitor expiration dates and required employee documentation.


• Generate reminders for health clearances, certifications, onboarding requirements, and compliance deadlines.


• Prepare standard HR correspondence and templates.


• Maintain SOPs, trackers, and operational documents.


• Support special projects and departmental initiatives.

MINIMUM QUALIFICATIONS

• HS diploma required; Bachelor’s degree preferred in Human Resources, Business Administration, or related field.


• Minimum three (3) years of administrative, HR coordination, records management, compliance, or operations support experience.


• Experience managing confidential records and high-volume workflows.


• Strong Microsoft Office skills including Excel, Outlook, Teams, OneNote, and reporting tools.


• Experience with HRIS systems preferred (Paycom, Zoho, EHRS, Guardian Portal)

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organization and attention to detail.


• Ability to manage multiple priorities and deadlines.


• Excellent documentation and follow-through skills.


• Strong analytical and reporting capability.


• Ability to maintain confidentiality.


• Strong customer service and communication skills.

SUCCESS IN ROLE

• Personnel files maintained in audit-ready condition.


• HR reports delivered timely and accurately.


• Compliance reminders issued proactively.


• Operational follow-up completed consistently.


• HR workflows monitored without delays.

Vista Del Mar’s Credentials:

Our nationally recognized clinical programs have been awarded a Gold Seal by the Joint Commission, the highest level of accreditation possible. In addition, our educational facilities are fully accredited through the Western Association of Schools and Colleges (WASC), and our graduate degree program is recognized worldwide for its high quality of instructions.

Equal Employment Statement

Vista Del Mar is committed to the full inclusion of all qualified individuals. Therefore, all qualified applicants will be considered for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Vista Del Mar will ensure that persons with disabilities are provided reasonable accommodations as part of this commitment.