Human Resources Coordinator

ApolloMD is a private, physician-led practice management organization partnering with hospitals and health systems nationwide to provide integrated multispecialty services, including emergency medicine, hospital medicine, anesthesia, and revenue cycle management. For more than 40 years, ApolloMD has focused on delivering clinical excellence and operational innovation to enhance patient care while supporting the professional growth and wellness of its clinicians. Today, ApolloMD supports hospitals across 18 states with a workforce of more than 3,200 professionals, including 400+ corporate team members, 1,000+ advanced practice clinicians, and 1,800+ physicians. Position Summary The HR Coordinator plays an important role on the ApolloMD Human Resources team, supporting the day-to-day functions of the employee lifecycle for corporate employees. This position is the operational backbone of core HR processes, with primary focus on recruitment coordination, onboarding, offboarding, and the administrative management of FMLA and ADA accommodation requests. The HR Coordinator works closely with the HR Manager and broader HR team to deliver a consistent and positive experience for employees. On occasion, this role may also be called upon to assist with employee experience efforts supporting the clinical team. This role requires strong attention to detail, excellent organizational skills, and the ability to manage multiple priorities and deadlines in a fast-paced environment. Overtime may be required during peak periods such as open enrollment, annual performance review cycles, and other high-volume HR initiatives. Key Responsibilities Recruitment Coordination Post job requisitions to applicable job boards and the company careers page in a timely manner. Review applications for minimum qualifications and route qualified candidates to the appropriate hiring team for further consideration. Conduct preliminary phone screenings to confirm candidate availability, interest, and basic qualifications, and document results for the hiring team. Coordinate all interview scheduling between candidates and hiring managers, including logistics for phone, video, and in-person interviews. Serve as the primary point of contact for candidates throughout the recruiting process, providing timely communication and a positive candidate experience. Prepare and process offer letters in accordance with approved compensation parameters. Track candidate status in Paycom and ensure accurate recordkeeping throughout the full recruiting lifecycle. Coordinate and submit background check requests for candidates upon offer acceptance and monitor completion. Onboarding Initiate and manage the full onboarding process for new corporate hires, including orientation scheduling, new hire paperwork collection, and timely completion of all required documentation. Set up new employees in Paycom, including payroll enrollment and benefits eligibility activation. Complete and maintain I-9 verification for all new hires in compliance with federal requirements, including remote I-9 coordination where applicable. Serve as the primary point of contact for new hires during their onboarding period, answering questions and ensuring a smooth transition into the organization. Coordinate with IT, Facilities, and department managers to ensure workspaces, equipment, and system access are ready prior to each new hire’s start date. Prepare new hire files and ensure all documentation is complete, accurate, and filed appropriately in Paycom. Offboarding Manage the end-to-end offboarding process for departing employees, including coordinating exit interviews, preparing and distributing required COBRA and benefits separation documentation, and processing final paycheck paperwork. Submit system access termination requests to IT and other applicable teams in advance of each employee’s last day. Ensure all offboarding steps are completed on time and in compliance with company policy and applicable state requirements. Maintain accurate records of separation reasons and offboarding activity in Paycom. FMLA and Leave Administration Serve as the initial point of contact for leave requests by providing employees with leave information, required forms, and process guidance. Distribute and collect required leave documentation, including DOL notice and designation forms and applicable medical certifications. Track all active leave cases in Paycom, including leave start and end dates, intermittent usage, and return-to-work status. Send timely notices to employees and managers regarding leave status, certification deadlines, and expected return dates. Coordinate return-to-work documentation and communications between employees, managers, and HR leadership. Refer leave-related questions requiring policy interpretation or determination to the HR Manager. Maintain accurate and organized leave records in compliance with federal and applicable state leave laws. ADA Accommodation Administration Receive accommodation requests, provide required forms, and coordinate documentation collection in support of the accommodation review process. Log all accommodation requests upon receipt and initiate the intake process, including distributing the appropriate request forms and medical documentation requirements. Gather and organize supporting documentation and route completed requests to the HR Manager for review and determination. Serve as the communication liaison between the employee and the HR Manager throughout the accommodation review process, ensuring timely updates and professional handling. Maintain accurate and confidential accommodation records, including request status, documentation received, and any approved accommodations. Assist with tracking and following up on accommodation implementation with managers as directed by the HR Manager. HR Recordkeeping, Reporting, and Compliance Maintain accurate and complete employee records in Paycom, including personnel file documentation throughout the employee lifecycle. Pull and distribute regular new hire reports and employee tenure reports from Paycom to the HR Manager and HR Director on an established cadence. Assist with periodic audits of HR records and identify documentation discrepancies for review. Administer learning assignments for new hires within Paycom Learning and partner with the HR team to support the rollout and tracking of annual required compliance training for all employees. Compile and distribute HR reports and workforce data to support compliance and reporting requirements. Maintain and update HR document templates and forms to ensure they reflect current processes and requirements. Support the ongoing buildout of HR workflows and processes within Paycom, including configuration, testing, and rollout of new functionality; proactively identify opportunities for system improvements and make recommendations to the HR Manager in areas owned by this role. General HR Support Respond to routine HR inquiries and direct employees to the appropriate HR resource for policy, benefits, leave, and employee relations matters. Liaise between employees and Payroll to ensure employee records are accurate prior to payroll processing. Assist with preparation and administrative support for the annual performance review cycle. Support the maintenance and ongoing updates of the HR central information hub, ensuring content is current, accurate, and easy for employees to navigate. Support special projects including employee handbook updates, policy and procedure maintenance, and other HR initiatives as assigned. Partner with the HR Coordinator supporting the clinical team to provide cross-functional coverage, share best practices, and ensure a consistent employee experience across the organization. Actively participate in HR team discussions, initiative planning, and company-wide implementation efforts, contributing a ground-level perspective that supports a connected and inclusive workplace culture. Perform other duties as assigned. Qualifications Required High school diploma required; Bachelor’s degree in Human Resources or a related field strongly preferred. At least 1–2 years of HR or administrative experience, preferably in a multi-function HR environment. Experience with HRIS platforms; Paycom experience strongly preferred. Working knowledge of I-9 compliance, FMLA administration, and ADA accommodation processes. Proficient in Microsoft Office Suite, including Word and Excel. Strong organizational skills with high attention to detail and the ability to manage competing priorities and deadlines. Excellent written and verbal communication skills with a professional, service-oriented approach. Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee information. Preferred Experience in a healthcare, physician services, or staffing organization. Familiarity with multi-state employment and onboarding requirements. SHRM-CP or PHR credential, or active pursuit of certification. Why ApolloMD ApolloMD is committed to a positive culture where work-life balance is a priority. We offer: Paid Time Off 16 Hours of Annual Volunteer PTO and company-sponsored volunteer events Full Health Benefits Package, including Medical, Dental, and Vision Generous Employer Contribution to Health Spending Account 401(k) with Employer Contribution Employee Assistance Program Voluntary Short-Term and Long-Term Disability #J-18808-Ljbffr