Part Time HR Onboarding Coordinator

Part Time Human Resources Onboarding Coordinator

Katten is a full-service law firm with approximately 650 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm's core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

The Human Resources Onboarding Coordinator is responsible for coordinating and supporting the onboarding, integration, transition, and offboarding experience for attorneys and business professionals across the Firm. This role serves as the primary point of contact for new hires and departing employees.

This position will work closely with Recruiting, IT, Office Services, Payroll, Professional Development, and Practice Management.

The HR Onboarding Coordinator maintains professionalism and strict confidentiality in all client and Firm matters.

The HR Onboarding Coordinator is located in the Chicago office. This is a part time position requiring 20 to 25 working hours per week. Onsite presence is required on Tuesdays.

Essential duties and responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Onboarding & Integration:

• Coordinate and manage all aspects of the onboarding process for newly hired attorneys and business professionals, ensuring a seamless transition into the Firm from offer acceptance through orientation and integration.
• Review and track required pre-employment documentation, including offer letters, background screenings, employment authorization requirements, and other onboarding materials. Provide administrative support for state-specific onboarding and employment law compliance requirements, including California wage and hour requirements for non-exempt employees. Initiate and monitor employment eligibility verification by distributing I-9 instructions to new hires. Enter new hires into the Firm's Human Resource Information System ("HRIS"), as well as serve as the primary point of contact among Human Resources, Talent Management, Recruiting, Payroll, IT, Office Services, and hiring managers to facilitate all onboarding logistics. Coordinate office assignments, telephone numbers, building access, technology and equipment requests, and other employment-related needs.
• Prepare and distribute onboarding schedules, coordinate orientation-related calendar invitations, prepare orientation materials, draft welcome communications, coordinate the delivery of new hire welcome gifts, and distribute benefits enrollment information.
• Ensure all new hire documentation, including tax withholding forms, direct deposit authorizations, and other required new hire paperwork is completed accurately and timely. Upload onboarding documentation to employee personnel files and process associated personnel changes in the HRIS.
• Maintain records of employee-specific arrangements identified during the hiring process, including signing bonuses, employee referral payments, vacation entitlements, target hour requirements, guaranteed compensation arrangements, and other special employment terms.
• Maintain onboarding resources, templates, and process documentation while providing exceptional service to new hires and hiring managers throughout the onboarding experience.

Offboarding & Employee Transitions:

• Coordinate employee departures for attorneys and business professionals Firm-wide, ensuring a professional, compliant, and efficient transition experience. Serve as the primary point of contact between Human Resources Managers, Practice Group Leaders, IT, and Payroll. Review employee records for accuracy prior to separation, prepare and distribute termination communications and exit documentation, create exit packets, and ensure all required separation paperwork is completed and returned in a timely manner.
• Process employee terminations within the HRIS and other applicable systems, including employment eligibility verification platforms. Maintain accurate separation records, and upload all departure-related documentation to employee personnel files.
• Coordinate final day logistics, including the removal of systems and building access, activation of out-of-office messages and telephone communications, and other departure-related requirements. Work closely with Payroll to ensure the accurate processing of final compensation, accrued vacation or banked time payouts, severance payments, signing bonus repayments (when applicable), employee benefit terminations, COBRA administration, and other separation-related arrangements. Obtain and process wire transfer information when necessary.
• Coordinate with Marketing to facilitate attorney alumni network participation and other post-employment communications.

HR Administration & Process Support

• Maintain accurate employee records and support the integrity of employee data within the Firm's HR systems. Assist with the administration and continuous maintenance of onboarding and offboarding processes, templates, and standard operating procedures. Generate reports and provide administrative support related to employee lifecycle activities, audits, compliance initiatives, and special projects. Respond to employee and manager inquiries regarding onboarding, offboarding, and related HR processes.

Knowledge, Skills and Abilities

• High school diploma or equivalent, bachelor's degree preferred, and 1+ years of progressive Human Resources experience preferably in a large legal or professional service Firm.
• Prior experience and working knowledge of an HRIS or employee benefits database (Fusion) and ADP Workforce Now (Time & Attendance) is highly desired. Familiarity and understanding of COBRA policies, insurance/benefits terminology, and regulations is preferred.
• Computer proficient with working knowledge of Excel, Outlook, and MS Word preferred.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, interns, and outside contacts.
• Exhibit high degree of initiative with excellent analytical skills requiring an aptitude for detail and accuracy to conduct detailed analysis of benefits and compliance information, assure the integrity of the HRIS database, update employee information in the HRIS database, and respond to benefits' inquiries.
• Ability to work discreetly with confidential information and situations. Ability to respond effectively to the most sensitive inquiries or complaints. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position's responsibilities.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, and verifying numerical data, calculating figures for comprehensive benefits' programs, compiling statistical data, and preparing various human resources' reports.
• Possess exceptional knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to interpret source data, perform data entry, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to ten pounds.
• Required to work towards deadlines; must be able to work more than 37.5 hours per week.

In our Chicago office, the hourly rate for this position will be $25 per hour. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy and long-term and short-term disability policies.

Katten Muchin Rosenman LLP in an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.