Human Resource Representative

Job Description

Job Description

Position Summary

The Human Resources Coordinator/Manager is responsible for supporting and overseeing the day-to-day human resources functions of Family Medical Center (FMC). This position manages the employee lifecycle from recruitment and onboarding through ongoing employment and separation, while ensuring employees receive timely, accurate, professional, and confidential HR support. Support a positive workplace culture.

This position serves as a central resource for employees and leadership and is responsible for maintaining organized HR processes, employee records, benefits administration, onboarding, compliance, employee relations support, and the overall quality of the employee experience.

Recruitment & Hiring

Assist with posting open positions, reviewing applications and resumes, and coordinating interviews.

Prepare offer letters and employment documents as directed by the Practice Administrator.

Coordinate pre-employment requirements, including background checks, references, drug screening when applicable, and verification of required licenses or certifications.

Maintain organized documentation throughout the recruitment and hiring process.

New Employee Onboarding

Coordinate the complete onboarding process for employees and providers.

Ensure employment applications, tax forms, I-9 documentation, direct deposit information, confidentiality agreements, policies, and other required documents are completed.

Coordinate orientation schedules with supervisors and department leaders.

Educate new employees regarding policies, benefits, payroll, timekeeping, attendance, PTO, and workplace expectations.

Track required licenses, certifications, CPR/BLS requirements, and other applicable credentials.

Follow up during the introductory period to identify concerns and support retention.

Benefits & Insurance Administration

Coordinate employee enrollment in health, dental, vision, life, disability, and other available benefit programs.

Manage new-hire enrollment, qualifying life events, annual open enrollment, and benefit terminations.

Serve as the primary liaison between employees and benefit/insurance representatives for routine benefit questions.

Review benefit eligibility and enrollment information for accuracy and maintain appropriate documentation.

Assist with COBRA or other continuation-of-coverage processes through the appropriate administrator.

Coordinate workers' compensation reporting and documentation when applicable.

Employee Records & HR Compliance

Maintain complete, confidential, and organized personnel files.

Track employment agreements, evaluations, corrective actions, licenses, certifications, and other required HR documentation.

Monitor expiration dates and notify employees and leadership before required credentials expire.

Assist FMC in maintaining compliance with applicable employment laws and workplace requirements, including FMLA, ADA, EEO, wage-and-hour requirements, and required workplace postings.

Maintain confidentiality of employee and organizational information at all times.

Payroll, Timekeeping & Leave Support

Coordinate employee status, compensation, deduction, and benefit changes with payroll.

Review new-hire and separation information for accurate payroll processing.

Assist managers and employees with PTO, timekeeping, attendance, and payroll-related questions.

Track approved compensation changes and maintain supporting documentation.

Assist with administration and documentation of FMLA, medical leave, military leave, bereavement, and other applicable leave.

Coordinate return-to-work documentation when applicable.

Employee Relations & Performance Management

Serve as an accessible HR resource for employees while maintaining appropriate confidentiality.

Assist managers with attendance issues, workplace conflicts, performance concerns, and policy questions.

Document employee-relations matters appropriately and escalate significant concerns to the Practice Administrator.

Assist leadership with coaching, corrective-action documentation, performance improvement plans, and employee counseling.

Maintain a schedule for introductory-period and annual performance evaluations and follow up to ensure completion.

Help identify recurring performance, retention, or training concerns.

Training & Employee Development

Coordinate required employee training and maintain completion records.

Track CPR/BLS and other required certifications.

Assist leadership with orientation, annual compliance training, leadership development, and employee education.

Identify opportunities for additional employee training based on performance trends and organizational needs.

Employee Separation / Offboarding

Coordinate voluntary and involuntary employee separations.

Prepare required separation documentation as directed.

Coordinate final payroll and benefit notifications.

Ensure FMC property, keys, badges, equipment, and other materials are returned.

Coordinate termination of system access with appropriate departments.

Conduct or coordinate exit interviews when appropriate and maintain separation documentation.

HR Quality & Organizational Responsibilities

Maintain an accurate employee roster and HR tracking system.

Monitor onboarding completion and identify missing documentation.

Track employee turnover and retention trends.

Monitor credential and certification compliance.

Periodically review personnel files for completeness and accuracy.

Identify recurring employee concerns and communicate meaningful trends to the Practice Administrator.

Review HR processes and recommend improvements.

Help standardize onboarding and employee-management practices across FMC locations.

Support employee engagement and workplace culture initiatives.

Maintain HR checklists and calendars so important deadlines and requirements are not missed.

Provide regular HR updates to the Practice Administrator.

Expected HR Tracking

New hires • Open positions • Background checks • Benefits enrollment • PTO/leave • FMLA • Evaluations • Corrective actions • Licenses • Certifications • CPR/BLS • Employment agreements • Compensation changes • Workers' compensation • Employee separations • Turnover • Training requirements

Qualifications

Previous experience in Human Resources, healthcare administration, medical practice administration, or a related field preferred.

Knowledge of employee onboarding, benefits administration, personnel documentation, and general HR practices.

Healthcare or medical-practice experience strongly preferred.

Strong organizational, communication, follow-through, and attention-to-detail skills.

Ability to manage confidential and sensitive information appropriately.

Comfort communicating with physicians, advanced practice providers, managers, clinical employees, and administrative staff.

Proficiency with Microsoft Office and ability to learn FMC payroll, HR, and practice-management systems.

Key Expectations

The successful individual will be organized, approachable, confidential, proactive, consistent, and accountable. This position is expected not simply to process paperwork, but to ensure FMC has a reliable and well-organized HR structure that supports employees, protects the organization, improves retention, and maintains consistent standards as the practice continues to grow.

Accountability

This position reports directly to the Practice Administrator and works collaboratively with FMC leadership. Matters involving significant employee relations, compensation decisions, disciplinary action, termination, legal concerns, or changes to FMC policy should be reviewed with the Practice Administrator before action is taken.

Family Medical Center is a respected, physician-owned primary care practice dedicated to delivering compassionate, high-quality healthcare to our community. Our team is committed to building lasting relationships with our patients through exceptional service, teamwork, and innovation. We foster a collaborative culture where employees are valued, supported, and encouraged to grow professionally. At Family Medical Center, you'll find the stability of an established practice with the forward-thinking mindset to continually improve patient care, embrace new technology, and invest in the success of our team.

Company Description

Family Medical Center is a respected, physician-owned primary care practice dedicated to delivering compassionate, high-quality healthcare to our community. Our team is committed to building lasting relationships with our patients through exceptional service, teamwork, and innovation. We foster a collaborative culture where employees are valued, supported, and encouraged to grow professionally. At Family Medical Center, you'll find the stability of an established practice with the forward-thinking mindset to continually improve patient care, embrace new technology, and invest in the success of our team.