What are the responsibilities and job description for the Office/HR Coordinator position at Ascension Recovery Services?
Office/HR Coordinator
Position Profile
Job Title: HR / Office Coordinator
Department: Operations / Human Resources
Reports To: Program Manager / Corporate HR
FLSA Status: Non-Exempt
Position Type: Full-Time
Location: Mishawaka, IN (On-site)
General Description
The HR / Office Coordinator serves as the operational hub of the facility—managing front-office flow while supporting critical HR functions. As the first point of contact, this role directly shapes the patient and employee experience.
This position ensures that daily operations run efficiently, onboarding is executed with precision, and all processes align with company standards, regulatory requirements, and Joint Commission expectations.
Essential Duties & Responsibilities
Office Coordination
- Serve as the first point of contact, creating a professional, trauma-informed, and welcoming environment
- Coordinate conference rooms, meetings, and facility logistics
- Manage office supplies, equipment, and vendor relationships
- Support internal communications, reporting, and team updates
- Drive service excellence and contribute to patient and employee retention
HR Coordination
- Coordinate onboarding logistics and ensure a seamless Day 1 experience
- Track and verify completion of all pre-employment requirements (background checks, drug screens, I-9, etc.)
- Maintain accurate and compliant personnel files within HRIS systems
- Prepare orientation materials and coordinate system access
- Track required trainings, certifications, and licensure renewals
- Support Joint Commission readiness and documentation compliance
- Serve as a first point of contact for HR-related questions and escalate as appropriate
- Partner closely with Corporate HR to ensure alignment and execution of processes
Qualifications
Minimum Qualifications
- High school diploma or equivalent
- 2 years of administrative, front desk, or coordination experience (healthcare strongly preferred)
- Strong organizational and multitasking ability in a fast-paced environment
- Excellent communication and customer service skills
- Ability to maintain confidentiality and handle sensitive information
- Proficiency in Microsoft Office Suite
- CPR/First Aid certification (or ability to obtain within 30 days)
Preferred Qualifications
- Associate’s or Bachelor’s degree in Business Administration or related field
- Experience supporting HR functions (onboarding, personnel files, compliance)
- Familiarity with HRIS systems (e.g., BambooHR, ADP)
- Knowledge of HIPAA and healthcare regulatory standards
Key Competencies
- Customer Service & Patient Experience
- Organization & Attention to Detail
- Communication & Professional Judgment
- Time Management & Prioritization
- Problem Solving & Adaptability
- Accountability & Ownership
- Team Collaboration
Work Environment
- On-site role within a behavioral health treatment facility
- High interaction with patients, families, and staff
- Fast-paced, dynamic environment requiring flexibility
- Occasional evenings or weekends as needed
Employee Benefits
- Medical, Dental, and Vision Insurance
- Generous Paid Time Off (PTO) and Holidays
- Professional Development Support
Equal Employment Opportunity & Reasonable Accommodations
The organization provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.
The organization provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable laws. If you require accommodation to perform the essential functions of this position, please notify your supervisor or Human Resources. Requests will be evaluated on a case-by-case basis to ensure equal employment opportunities.
ARS also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws.