Human Resources Coordinator

Description

The Human Resources Coordinator provides day-to-day administrative and operational support across the employee lifecycle for Damian Family Care Centers, Inc. (DFCC). The position coordinates recruitment, onboarding, employee records, HRIS transactions, training logistics, benefits support, and employee communications while maintaining a high level of confidentiality, accuracy, and customer service. 

Essential Job Duties

• Post approved vacancies and maintain accurate job postings across designated recruitment platforms.
• Coordinate candidate communications, telephone screenings, interviews, reference checks, and pre-employment requirements in accordance with DFCC procedures.
• Prepare offer, transfer, promotion, and other employment documents for review and approval by HR leadership.
• Coordinate new-hire orientation, required forms, policy acknowledgments, training assignments, identification badges, and requests for system access and equipment.
• Maintain candidate and onboarding trackers and promptly escalate delays or exceptions
• Enter and maintain accurate employee information in ADP and other authorized HR systems, including hires, status changes, transfers, compensation changes, leave status, and separations after required approvals are obtained.
• Maintain complete, organized, and confidential electronic and paper personnel files in accordance with record-retention requirements.
• Process employment verifications, routine employee letters, and approved personnel documentation within established service standards.
• Prepare routine workforce reports and trackers, including vacancies, onboarding status, training completion, introductory-period dates, licenses and certifications, leaves, and separations.
• Conduct periodic data audits and follow up on missing, inconsistent, or expired documentation.
• Serve as an initial point of contact for routine employee questions regarding HR procedures, benefits, timekeeping, policies, forms, and available resources; refer complex matters to the appropriate HR leader.
• Support benefits enrollment, qualifying-life-event documentation, employee education, and coordination with approved vendors and brokers.
• Distribute leave and accommodation paperwork, track due dates and documentation, and maintain confidential records under the direction of HR leadership; do not make independent eligibility or accommodation determinations.
• Assist employees and managers with routine ADP navigation and timekeeping questions and escalate payroll discrepancies to the appropriate reviewer.
• Provide courteous, timely, and impartial service to employees across all DFCC locations.
• Support required background, exclusion, license, certification, and compliance checks using approved systems and established workflows.
• Coordinate mandatory training assignments, attendance records, reminders, completion tracking, and supporting documentation.
• Assist with regulatory, grant, audit, and accreditation requests by compiling approved HR records and reports.
• Support employee communications, recognition activities, engagement initiatives, wellness events, career fairs, and other HR programs.
• Maintain confidentiality and comply with HIPAA, applicable employment requirements, and DFCC policies and procedures.
• Schedule meetings, prepare materials, organize documentation, and take factual notes for employee-relations matters as directed by HR leadership.
• Receive workplace concerns professionally, document the initial report, and promptly refer the matter to HR leadership; do not independently investigate, determine findings, or issue discipline unless expressly assigned and supervised.
• Maintain HR calendars, shared files, supply requests, invoices, training rosters, and department correspondence.
• Track assigned action items and follow up with employees, managers, vendors, and internal departments to support timely completion.
• Perform other related duties consistent with the position's level and responsibilities, including support during operational emergencies.

Non-Essential Duties

• Participate in HR, safety, wellness, and employee engagement committees as assigned.
• Assist with special projects, policy distribution, surveys, file reviews, and process-improvement initiatives.
• Represent Human Resources at approved recruitment or community eveParticipate in HR, safety, wellness, and employee-engagement committees as assigned.
• Assist with special projects, policy distribution, surveys, file reviews, and process improvement initiatives.
• Represent Human Resources at approved recruitment or community events.

Required Qualifications

Associate degree in Human Resources, Business Administration, Healthcare Administration, or a related field; equivalent relevant experience may be considered. Bachelor's degree preferred. 

At least two years of administrative or human resources experience, preferably in healthcare, a nonprofit organization, or a multi-site environment. FQHC, healthcare environment preferred. 

Bilingual English/Spanish preferred.

Working knowledge of recruitment, onboarding, personnel-file administration, benefits support, and HR recordkeeping practices.

Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint; experience with an HRIS or applicant-tracking system required. ADP experience is preferred.

Strong written and verbal communication, organization, follow-through, attention to detail, and customer-service skills.

Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.

Ability to prioritize multiple assignments, meet deadlines, and work effectively with employees and leaders from diverse backgrounds.

Bilingual English/Spanish preferred.

Physical and Work Requirements

The physical demands described below are representative of those required to perform the essential functions of the position. Reasonable accommodation may be made for qualified individuals with disabilities.

Work is performed primarily in a healthcare office environment with frequent interruptions and regular interaction with employees, applicants, managers, vendors, and leadership.

Prolonged periods of sitting and working at a computer, with frequent typing, telephone, and virtual-meeting activity.

Occasional standing, walking, reaching, bending, and lifting or carrying materials weighing up to 15 pounds.

Ability to review detailed records on paper and electronic screens and communicate effectively in person, by telephone, and in writing.

Occasional travel among DFCC locations and attendance at approved recruitment, training, or employee events may be required.