Human Resources Coordinator

We are a busy Gastroenterology office with 33 Providers. We are looking for a team-oriented individual to provide human resources support for our team! This individual should show great attention to detail and a passion for healthcare. 

JOB TITLE: Human Resources Coordinator

GENERAL SUMMARY OF DUTIES: Provides administrative and operational support for Human Resources functions including recruitment, onboarding, employee records management, HRIS administration, benefits coordination, employee relations support, and payroll support. This position assists in maintaining compliance with employment laws and organizational policies while helping ensure an effective and positive employee experience. This role also provides administrative support to the Chief Officers on the Administration team, assists with organizational initiatives, employee engagement activities, and administrative projects as needed. 

SUPERVISION RECEIVED: Reports to the Chief Human Resources Officer

SUPERVISION EXERCISED: None

TYPICAL PHYSICAL DEMANDS: Requires full range of body motion including manual and finger dexterity and hand-eye coordination. Work involves prolonged periods of sitting and frequent use of a computer and telephone. Occasional walking, bending, stooping, and stretching may be required to retrieve files or supplies. The employee may occasionally lift, carry, push, or pull items weighing up to 30 pounds (e.g., files, paper, office supplies). Near visual acuity is required for reading written materials and computer screens. Hearing must be within normal range to allow for effective telephone and in-person communication. 

TYPICAL WORKING CONDITIONS: Work is performed in a medical office environment. Interaction with others can be constant. Work may be interruptive and fast-paced. Occasional overtime may be required based on departmental needs. Work demands may at times be stressful due to deadlines, multiple priorities, and the confidential nature of Human Resources responsibilities. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

This job description is not intended to provide a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties may change at any time with or without notice. 

ESSENTIAL JOB FUNCTIONS:

Recruitment & Onboarding:

1. Coordinates the recruitment process including posting positions, screening resumes, communicating with hiring managers, scheduling and conducting interviews, performing reference checks, and extending job offers as directed. 
2. Coordinates pre-employment processes including background checks and employment verification. 
3. Facilitates onboarding for new employees, including completion of new hire documentation and monitoring onboarding progress during the Introductory Period. 
4. Completes Form I-9 verification and maintains I-9 documentation in accordance with federal regulations. 

Employee Records & HRIS:

1. Creates, maintains, and updates employee personnel files in accordance with company policies and regulatory requirements.
2. Maintains accurate employee information in the Human Resources Information Systems (HRIS). 
3. Maintains the employee directory and other internal HR documentation and records. 

Benefits Administration:

1. Responsible for employee benefit administration including enrollment, changes, and terminations. 
2. Reconciles benefits billing statements and assists with benefit-related employee inquiries. 
3. Assists in the monitoring of employee 401K/retirement plan eligibility and enrollment. 

Employee Relations Support:

1. Serves as a point of contact for employee questions related to HR policies, procedures, and employment practices. 
2. Assists leadership with performance management discussions, documentation, progressive disciplinary action, and termination processes as directed. 

Timekeeping & Payroll:

1. Assists with management of the timekeeping system, including troubleshooting issues and processing time clock corrections as needed. 
2. Assists with tracking and auditing employee attendance and leave balances. 
3. Serves as backup support for payroll processing and related functions. 

Compliance & Training:

1. Assists with HR compliance activities including audits, reporting requirements, and maintaining compliance with applicable labor laws and internal policies. 
2. Coordinates annual employee training programs and maintains training records. 
3. Coordinates certification courses and required training for clinical staff (e.g., BLS)

Employee Engagement & Organizational Initiatives: 

1. Assists with planning employee recognition programs, engagement initiatives, and organizational events. 
2. Assists in overall employee engagement and contributes to a positive company culture. 

Administrative & Organizational Support:

1. Acts as liaison between pharmaceutical representatives and clinical staff for scheduling educational visits/events and weekly lunches. 
2. Assists with organizational events and company fundraising initiatives. 
3. Provides administrative support to the Administration team including coordinating meetings and managing shared calendars as needed. 
4. Assists with company communications, marketing initiatives, and social media updates as directed. 

General Responsibilities:

1. Maintains strict confidentiality regarding employee and organizational information. 
2. Demonstrates professional communication and collaboration with employees, leadership, patients, and external partners. 
3. Maintains knowledge of and complies with all organizational policies and procedures. 
4. Participates in departmental and organizational performance improvement initiatives. 
5. Participates in personal and professional development by attending in-services, educational workshops, and scheduled departmental meetings. 
6. Organizes and prioritizes work to complete responsibilities according to plan within established timeframes. 
7. Maintains punctual, regular, and reliable attendance. 
8. Performs other duties and special projects as assigned. 

PERFORMANCE REQUIREMENTS:

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of Human Resources principles, practices, and administrative processes. 
• Ability to maintain strict confidentiality and handle sensitive information and situations appropriately. 
• Strong verbal and written communication skills. 
• Excellent organizational skills and attention to detail. 
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment. 
• Ability to interpret and apply policies, procedures, and employment regulations. 
• Strong interpersonal skills and ability to build effective working relationships. 
• Ability to work independently while also functioning effectively as part of a team. 
• Proficiency in Microsoft Office applications (Outlook, Excel, Word, OneNote, etc.)
• Strong problem-solving and critical thinking skills. 
• Knowledge and skills in operating Human Resources Information Systems (HRIS).

EDUCATION:

1. High school diploma or equivalent required. 
2. Associate degree in human resources or a related field required. 
3. Bachelor’s degree in human resources or a related field preferred. 

EXPERIENCE: 

1. Two (2) to three (3) years of Human Resources or related experience required.
2. Experience and proficiency with Microsoft Office products such as Excel required.
3. Experience working with Human Resources Information Systems (HRIS) preferred. 

CERTIFICATE/LICENSURE: SHRM Certified Professional (SHRM-CP) or equivalent HR certification preferred. 

ALTERNATIVE TO MINIMUM QUALIFICATIONS: Equivalent combinations of education, training, and experience may be considered in place of stated minimum qualifications.

HOURS: Monday through Friday from 8:00am - 4:30pm

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee Assistance Program
• Flexible spending account
• Free lunches every Monday and Wednesday
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Paid Parental Leave
• Referral program
• Vision insurance

MEDICAL SPECIALTY: Gastroenterology

PHYSICAL SETTING: 

• Medical Office Environment
• Ambulatory surgery center
• Outpatient
• Clinic
• Private practice