HR Coordinator - Recruitment & Onboarding

We are looking for an HR Coordinator who is passionate about creating a welcoming and positive experience for every new employee from day one. The successful candidate will guide candidates and new hires through the recruitment and onboarding process, serving as a friendly, knowledgeable, and trusted point of contact from the initial candidate stage through successful onboarding.

This role will represent and advocate for employees throughout the entire hiring and onboarding journey, ensuring they feel informed, supported, and valued every step of the way. The HR Coordinator will proactively answer questions, address concerns, and, when needed, connect employees with the appropriate resources or subject matter experts to ensure they receive accurate and timely information. By fostering clear communication, building strong relationships, and providing exceptional customer service, the HR Coordinator will serve as a culture champion, fostering seamless transition into the organization and set the foundation for a positive employee experience.

POSITION OVERVIEW

The HR Coordinator will play a vital role in supporting and the administrative and operational functions of the Human Resources Department. This role is responsible for coordinating recruitment activities, supporting new hire onboarding, and assisting with various HR programs, processes and administration. The HR Coordinator serves as a key point of contact for candidates and new employees, delivering a positive experience through timely communication, guidance, and exceptional customer service.

This is a full-time, non-exempt, onsite position.

ESSENTIONAL JOB FUNCTIONS

The information provided below encompasses the functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

Onboarding

• Welcome new hires and serve as the primary point of contact throughout the onboarding process, providing onboarding support, answering questions, and ensuring a positive and engaging onboarding experience.
• Coordinate and manage biweekly new hire onboarding and orientation sessions, ensuring a seamless onboarding experience.
• Develop and maintain onboarding calendar, orientation materials and training documents.
• Communicate orientation schedules and onboarding details to new hires via email
• Partner with HR, IT, department leaders, and training presenters to ensure all onboarding requirements are completed before each orientation, including preparing equipment, computer access and passwords, building access, keys, and employee identification badges.
• Schedule training sessions and meetings with department presenters to support onboarding activities.
• Set up training room, including computers, projector, new hire materials and refreshments.
• Launch PowerPoint training presentations for training.
• Facilitate the completion of required paperwork, sign policies, and compliance documents into HR Employee SharePoint files.

Recruitment

• Manage job postings, candidate applications, and recruitment workflows within the Applicant Tracking System (ATS) to support efficient hiring processes.
• Administer the ATS by setting up hiring manager and department manager access, maintaining system functionality, and providing user training and support.
• Support organization's recruitment process by conducting initial screening and reference checks.
• Partner with hiring managers to move candidates through each stage of the recruitment process and ensure timely updates within the ATS.
• Coordinate and schedule candidate interviews through phone, text, and email communications using the ATS, while documenting all candidate interactions and follow-up activities.
• Assist applicants and new hires by providing timely communication and support throughout the application and pre-employment process.
• Ensure candidates complete the pre-hire application before candidates are interviewed.
• Monitor and track candidate activity within the ATS, maintain accurate applicant records, and ensure recruitment data integrity.
• Prepare interview packets for hiring managers in preparation of conducting interviews.
• Coordinate the pre-employment background check process for final selected candidates.
• Assist with tracking and pulling recruitment metric from the ATS System

Human Resources Coordination

• Conduct background checks for candidates, current employees, and volunteers.
• Provide backup support for payroll processing and final pay administration for exiting employees.
• Provide backup support for tracking and maintaining employee training records.
• Generate and prepare HR reports from the HRIS system and data to support HR projects and initiatives.
• Assist in implementation and administration of HR policies, procedures, and best practices to ensure organizational compliance and consistency.
• Provide administrative support for leave of absence (LOA) and workers' compensation claims.
• Serve as a backup to HR team members providing support across various HR functions as needed.
• Perform other HR and administrative duties as assigned.

Qualifications

The following qualifications are required to perform the essential functions of this position.

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Minimum of 2 years of experience in HR role or in a similar position.
• Experience supporting recruitment, onboarding, and HR administrative functions.
• Experience coordinating recruitment activities, including posting job openings, applicant screening, scheduling interviews, communicating with candidates, conducting references, and coordinating pre-employment processes.
• Experience coordinating employee onboarding activities, including facilitating orientation, new hire documentation, and ensuring timely completion of onboarding tasks.
• Experience providing exceptional customer service and support to candidates, employees, hiring managers, and internal stakeholders while responding to HR related inquiries.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential information.
• Excellent interpersonal, verbal, and written communication skills, with the ability to build positive working relationships across all levels of the organization.
• Proficiency in HRIS systems and Microsoft Office Suite.
• Has a high level of integrity and professionalism with confidential information
• Commitment to fostering an inclusive workplace by respecting and valuing diverse cultures, backgrounds, perspectives, and experiences.
• Familiarity with unique HR challenges and opportunities in non-profit organizations or an Assisted Living Facility setting is a plus.
• Knowledge of federal, state, and local employment laws and payroll-related HR practices.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed above.

• Ability to sit for up to 8 hours at a time; ability to bend, straighten and travel reasonable distances.
• While performing the duties of this job, the employee is regularly required to use hands, fingers, and arms to handle, feel, and reach.
• The employee is frequently required to sit and is occasionally required to stand, talk, stoop, kneel, and crouch.
• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.
• The noise level is usually moderate.

Benefits/Perks

• 100% employer-paid health insurance for employees, with dependent coverage options available
• Employer-paid life and disability insurance
• 401(k) with a dollar-for-dollar match up to 4% (eligible after 60 days)
• TriMet pass or parking reimbursement
• Generous paid time off: 10 paid holidays plus over 5 weeks of PTO (increased after 5 years)
• Employee Assistance Program (EAP) for mental health, financial, and personal support
• Flexible Spending Account (FSA) for healthcare and dependent care expenses
• Meal provided during on-site every shift

Compensation and Schedule

Monday through Friday

8:30 am - 5:00 pm

Salary Range: $27-$30/hourly

Please apply here or on our website: https://maybellecenter.org/careers/

*Please provide a cover letter articulating your fit for the position.

About Maybelle Center

Belonging is a basic human need. However, many of us face barriers that keep us from experiencing deep connection with others. Maybelle Center partners with neighbors in downtown Portland to build connection and a sense of belonging through affordable housing and inclusive social events and activities so more of us can experience a healthy, connected life and contribute to a thriving Portland. You can find out how we build belonging on our website: www.maybellecenter.org

The talented and devoted individuals who work at Maybelle Center bring a passion and commitment to our community every single day - in a sometimes challenging, but always rewarding, environment. We are guided by our core values: 1.) Every person has innate value and is important; 2.) It is a fundamental need to be socially connected with other humans; 3.) We all have something to offer and places where we can learn and grow - we are continually learning together.

A Note to Potential Candidates: Studies have shown that women, trans, non-binary, BIPOC, and other candidates from most-impacted communities are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that is welcome. We would strongly encourage you to apply, even if you feel you do not meet every one of the qualifications described. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other protected characteristic.

We are proud to be an Equal Employment Opportunity Employer.

*If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to [email protected]

Requires passing pre-employment background check.