Human Resources Coordinator

Human Resources Coordinator

The Human Resources Coordinator supports the mission of the Boys & Girls Clubs of Central Florida by delivering accurate, timely, and welcoming HR services that help Clubs stay fully staffed with qualified, safe, and well-prepared team members. This position coordinates high-volume recruitment support, pre-employment screening, onboarding, HRIS data entry, personnel recordkeeping, and general HR administration for staff across 40+ sites. Reporting to the Human Resources Manager, the HR Coordinator serves as a first point of contact for applicants, new hires, employees, and supervisors, ensuring every step of the employee lifecycle is compliant, well-documented, and aligned with BGCCF values.

Essential Job Responsibilities:

Recruitment Support and Candidate Experience

• Post approved job openings to the applicant tracking system, job boards, and partner networks, and maintain accurate requisition and posting status.
• Screen applications for minimum qualifications, schedule interviews, and coordinate communication among candidates, hiring managers, and the HR team to support timely hiring decisions.
• Conduct reference checks, prepare offer letters using approved templates, and route documents for approval and signature.
• Support job fairs, hiring events, and campus or community recruitment activities, including event logistics, candidate intake, and follow-up.
• Maintain recruitment trackers and applicant records to support consistent, equitable hiring practices and a positive candidate experience.

Pre-Employment Screening and Youth-Protection Compliance

• Initiate and track Florida DCF Level 2 background screenings through the FDLE Provider Background Screening Clearinghouse, including fingerprinting appointments, eligibility determinations, and required roster and retention updates.
• Coordinate pre-employment and randomized drug screenings, track results, and communicate clearance status to the HR Manager and hiring managers.
• Ensure no new hire, intern, or applicable volunteer begins work or has contact with youth members before all required screening clearances are received and documented.
• Complete and audit Form I-9 and E-Verify processes within required timelines, including reverification of expiring work authorization.
• Track required certifications and training for youth-serving staff (e.g., CPR/First Aid, child abuse prevention, and BGCA safety training, CDL), and send timely reminders before expiration.

Onboarding, Orientation, and Offboarding

• Coordinate a consistent, welcoming onboarding experience for new hires, including new-hire paperwork, policy acknowledgments, system access requests, and orientation scheduling.
• Partner with IT, Operations, and Club leaders to ensure equipment, badges, system access, and first-day logistics are ready before each start date.
• Prepare orientation materials and support the delivery of new employee orientation sessions.
• Process offboarding tasks, including separation paperwork, systems access removal requests, return of property, and scheduling of exit interviews, and forward exit data to the HR Manager for trend analysis.

HRIS, Data Integrity, and Personnel Records

• Enter and maintain accurate employee data in ADP Workforce Now, including new hires, job changes, pay rate changes, transfers, and terminations, in accordance with established approval workflows and payroll deadlines.
• Maintain complete, organized, and confidential personnel, medical, and screening files for current and former employees in compliance with recordkeeping and retention requirements.
• Conduct routine file and data audits, identify discrepancies, and correct errors in coordination with the HR team and Payroll.
• Generate standard HR reports (e.g., headcount, new hires, turnover, vacancies, screening status, and certification expirations) to support the HR Manager and department leaders.

Benefits and Leave Support

• Assist employees with benefits enrollment, qualifying life events, and general questions, and refer complex or escalated matters to the HR Manager.
• Support the annual Open Enrollment process through employee communications, enrollment reminders, reporting, and file audits.
• Assist with leave administration by distributing required notices and forms, tracking documentation deadlines, and maintaining accurate leave records.
• Support workers' compensation claims by coordinating incident documentation, submitting first reports of injury, and tracking claim status.

HR Administration and Employee Support

• Serve as a first point of contact for the HR inbox and voicemail messages, responding to employee, supervisor, and applicant questions promptly and professionally, and routing matters to the appropriate HR team member.
• Process employment verifications, unemployment claim information requests, and records requests accurately and within required timelines, consistent with policy and legal requirements.
• Maintain required federal and state labor law postings at the Administrative Office and all Club sites.
• Support HR compliance activities and audits (e.g., DCF audits, EEO reporting, OSHA logs, and funder requests) by gathering documentation and maintaining accurate trackers.
• Coordinate logistics for employee recognition, engagement, and training events, and assist with scheduling and tracking HR training attendance.
• Draft and update HR forms, templates, checklists, and process documentation to support consistent, efficient HR service delivery.
• Maintain strict confidentiality of employee, applicant, and organizational information at all times.
• Perform other related duties and special projects as assigned by the HR Manager or CHRO.

Qualification Requirements (Knowledge, Education, Experience & Skills)

Education:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• aPHR, SHRM-CP, or PHR certification, or active progress toward certification, preferred.

Experience:

• Two years of experience in human resources, recruiting, or administrative support, preferably in a high-volume hiring environment, preferred.
• Experience with pre-employment screening, background checks, and Form I-9/E-Verify processes; experience with Florida DCF Level 2 screening strongly preferred.
• Experience entering and maintaining employee data in an HRIS or applicant tracking system (ADP Workforce Now preferred).
• Experience supporting a youth-serving, multi-site, or nonprofit organization preferred.

Skills:

• Proficiency in Microsoft Suite (Outlook, Word, Excel, Forms, PowerPoint) and HR technology, including the ability to build and maintain trackers, spreadsheets, and basic reports.
• Exceptional attention to detail and accuracy in data entry, documentation, and recordkeeping.
• Strong organizational and time-management skills, with the ability to manage a high volume of concurrent tasks and meet firm deadlines.
• Working knowledge of basic employment law and HR practices (e.g., I-9, FLSA, FMLA, ADA, and EEO), with the judgment to recognize when to escalate issues.
• Excellent verbal and written communication skills, with a friendly, professional, and service-focused approach to applicants, employees, and leaders.
• Demonstrated ability to handle sensitive and confidential information with discretion, integrity, and sound judgment.
• Ability to work both independently and collaboratively as part of a small, fast-paced HR team.
• Comfort using AI and modern HR tools to support efficient HR administration while maintaining accuracy, confidentiality, and human oversight.
• Valid driver's license, good driving record, and consistent access to transportation with appropriate insurance coverage for occasional site visits and hiring events.

Key Role Competencies:

Ensures Accountability

• Takes ownership of assigned HR processes, following through on commitments and completing work accurately, on time, and in compliance with policy and legal requirements.
• Tracks open items and deadlines diligently and communicates status and obstacles proactively to the HR Manager.

Plans and Aligns

• Organizes and prioritizes a high volume of hiring, screening, and administrative tasks to keep Clubs staffed and compliant.
• Anticipates upcoming deadlines, such as certification renewals, reverifications, and payroll cutoffs, and plans work accordingly.

Collaborates

• Builds positive working relationships with hiring managers, Club leaders, Finance, IT, and external partners to achieve shared goals.
• Supports teammates willingly and shares information that helps the HR team deliver consistent, high-quality service.

Customer Focus

• Provides responsive, respectful, and helpful service to applicants, new hires, employees, and supervisors.
• Creates a welcoming first impression of BGCCF throughout the recruitment and onboarding experience.

Demon