Institute for Medical Research at the Durham VA Health Care System

Human Resources Coordinator II

Administration Office

The Institute for Medical Research (IMR), an affiliate of the Durham VA Health Care System (DVAHCS), is looking for a full-time Human Resources Coordinator II will assist the organization of ~200 employees. This role provides support to the human resource functions, including ADP maintenance and assisting with HR compliance. This position requires a high degree of organization, accuracy, integrity, and attention to detail. This is a full-time position.

Location: This position is primarily in-office, with one day to work remotely after 60 days. This position is located in Durham, North Carolina and candidates must be willing to relocate prior to start date.

Duties and Responsibilities:

Compliance:

• Assist the HR Director in coordinating and completion of government, regulatory, and compliance reporting
• Clean, review, and analyze compliance data
• Audit compliance data as needed
• Maintain FLSA documentation and updates as needed
• Track and ensure mandatory trainings & associated policies are current for new hires and existing employees
• Manage employee notifications and trainings as required. This includes tracking, reviewing and selecting appropriate training materials and modules to meet organization and compliance needs
• Ensure employees’ WOC status & PIV badges are current and assist with renewing as appropriate
• Assist with the performance review process; to include implementing ADP Performance Management module, tracking evaluations and providing training on the process
• Assist Managers with Performance Improvement Plans (PIP) and leads discussions while following IMR policy and HR best practices
• Updates and develops HR Standard Operating Procedures (SOP) & forms as needed
• Assists HR Director in training employees on HR policies

WOC - Background Checks:

• Manage and lead the Worker Without Compensation Appointments for new hires
• Remain current on WOC process requirements
• Ensure Hiring Managers, appropriate staff, and new hires are informed of the status of the new hire’s progress in attaining a WOC appointment
• Follow-up with the VA on WOC status and problem solves existing issues
• Ensure new hire has completed all requirements prior to onboarding
• Train other HR Coordinators on WOC process
• Manage WOC workload and requests assistance from the HR team when needed

Recruiting:

• Provide support to other HR Coordinators in recruiting activities and initiatives
• Post job openings to multiple sources as needed
• Review resumes for hiring managers; may conduct interviews and reference checks as appropriate
• Assist in maintaining the ATS system and email database for listing open positions
• Ensure new ATS users have received proper training

Onboarding Support:

• Support successful new employee onboarding experience
• Track new employee onboarding tasks and status in ADP and follows up as appropriate
• Ensure new employees complete all required paperwork within established timelines
• Complete Forms I-9, verifies I-9 documentation, and enters into ADP as needed. Assists in auditing I-9s as needed.

Benefits Administration:

• Provide information to employees on all benefits-related questions; assists with all updates and changes to benefits during the year including but not limited to qualifying life events, name changes, etc.
• Responsible for providing support for Open Enrollment ; this includes but is not limited to answering benefits-related questions for employees, ensuring employees complete enrollment, and assisting with applicable enrollment audits
• Serve as back-up for day-to-day administration of all benefits plans; this includes but is not limited to reviewing/approving enrollments, terminations, and life status changes
• Maintain benefit files and records; ensures compliance and confidentiality

Payroll Assistance:

• Provide assistance to the Payroll Administrator as needed
• Assist with implementation and maintenance of payroll software & serve as main point-of-contact for software related questions
• Troubleshoot issues with payroll software

Support/HR Assistance:

• Provide support and counsel to supervisors as needed
• Escalates employee relation or supervisory concerns as appropriate
• Maintains employee email lists & sends pertinent information to all employees
• Takes the lead on or assist with all other HR projects on an as needed basis
• Perform customer service functions by answering employee & supervisor requests and questions
• Assists or prepares correspondence as requested

Qualifications:

• Requires a Bachelors Degree Human Resources Management, Business, or related fieldandtwo-four years of relevant experience.

Additional Requirements:

• Knowledge and adherence to the Ethical and Professional Standards of Human Resources Management
• Ability to research, understand, and communicate complex labor laws
• Working knowledge of Payroll, EEOC, AA, DOL, NC HR, ADA, FMLA, FLSA, HIPAA Employment Eligibility Verification(I-9) and other employment laws or standards
• Excellent knowledge of HRIS, MS Word, Outlook, PowerPoint, Excel
• Creative problem solving. Demonstrated history of critical thinking to solving and preventing problems
• Strong organizational skills with an acute attention to detail. Manages time by identifying priorities, planning workflow and sequencing projects to maximize efficiency and effectiveness.
• Demonstrated ability to exercise independent judgement and professional discretion when handling confidential information, strong ethical standards
• Excellent interpersonal and communication skills including the ability to communicate effectively across all levels of the organization
• Ability to work independently, with minimal supervision
• Experience working collaboratively as part of a cross-functional team
• Ability to work in a faced paced environment

Physical Requirements: The physical requirements and activities that are required to perform the essential functions of the position include, but may not be limited to, as follows: Must be able to occasionally lift, pull and push a minimum of 25 pounds, stand for extended periods of time, sit for extended periods of time, squat, kneel, and stoop, regularly use fingers, hands for computer work.

Supervisory Controls: The position of Human Resources Coordinator II is under the direct supervisor of the Human Resources Director.

The prior statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Salary Range: $52,500 - $58,500 per year

Status: Non-Exempt

Start Date: Expected start date will be 4- 6 weeks after the offer but is somewhat flexible and contingent upon completion and approval of VA paperwork.

Employee Benefits: IMR offers a competitive benefits package which includes health, dental, vision, short and long term disability insurance. IMR offers a matching 403b retirement savings plan, and paid holiday, vacation, and sick leave. Please visit https://imr.org/benefits/ for information about employee benefits.

All IMR employees are required to obtain a Workers Without Compensation (WOC) appointment at the Durham VA Health Care System (DVAHCS). As a result, the successful candidate must undergo a federal background check and may be subject to a physical and drug test. Participation in the vaccination programs may be required for all Department of Veterans Affairs Health Care Workers Without Compensation (WOC) appointments. We will not sponsor applicants for work visas.

Equal Opportunity Employer, including disabled persons and Veterans.

Click here to apply to this position and others directly on the Institute for Medical Research Careers Page!