The HR Administrative Coordinator provides executive administrative level support to the Human Resources department. The position works closely with the CHRO and is responsible for the department’s communications, scheduling, and execution of strategic priorities.

DUTIES

SUMMARY

The HR Administrative Coordinator provides executive administrative level support to the Human Resources department. The position works closely with the CHRO and is responsible for the department’s communications, scheduling, and execution of strategic priorities.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HR Initiative & Project Coordination

• Track HR initiatives, projects, and commitments to support timely follow-through

• Maintain timelines, milestones, and dependencies for HR-led initiatives

• Provide regular visibility into upcoming deadlines, risks, and action items

• Flag delays, capacity constraints, or competing priorities to HR leadership

• Support the rollout of key HR programs (e.g., performance management, employee engagement) by coordinating timelines, tracking action items, and coordinating supporting communications and materials

Meeting & Documentation Support

• In collaboration with the OCM (Organizational Change Manager), coordinate logistics for HR leadership meetings, including calendaring, agendas, and materials

• Take clear, accurate meeting notes and document decisions, action items, owners, and next steps

• Compile and organize documents and materials for HR leadership and working meetings

• Maintain organized records of HR plans, decisions, and materials

• Ensure documentation is accurate, up to date, and accessible to relevant stakeholders

Communication & Coordination Support

• Coordinate HR trainings, and other enablement efforts by preparing materials, managing logistics, and delivering standardized or scripted content as needed

• Support internal HR communications by organizing and distributing materials such as e-newsletters, slide decks, and HR Town Hall content, in coordination with HR leadership and Marketing as needed

• Maintain HR knowledge management resources to ensure HR-related content is organized, current, and accessible

• Serve as a point of coordination between HR functions to support alignment and information flow

Process, Tracking & Quality Control

• Support the application of HR policies and procedures by documenting processes, identifying gaps or inefficiencies, and escalating recommendations for improvement to HR leadership

• Support HR compliance by following established procedures, maintaining accurate records, and escalating questions or potential issues to HR leadership

• Maintain trackers, templates, and tools that support consistent HR processes

• Monitor progress against plans and proactively update tracking tools

General HR Administrative Support

• Provide a broad range of administrative support to the CHRO and HR leadership team, including calendar management, expense reports, invoices, correspondence, and travel coordination

• Create and edit presentations, documents, and reports for HR leadership as requested

• In collaboration with OCM, plan and coordinate HR-related events such as offsites, department meetings, and cross-functional workshops, including preparing materials, capturing outputs, and facilitating follow-ups

• Assist with onboarding, offboarding, and internal HR processes as needed

ADDITIONAL DUTIES

• Other duties and special projects as assigned

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities

QUALIFICATIONS

EDUCATION & EXPERIENCE

• Bachelor’s degree in related field, preferred

• 5+ years of administrative experience, with at least 2 years executive assistant experience or equivalent combination of education and experience

• Communications experience strongly preferred

• Project management experience highly desired

OTHER QUALIFICATIONS

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and timely with excellent attention to detail

• Effective interpersonal skills and the ability to build relationships with agency stakeholders

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Ability to work on assignments independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Forward-thinking and proactive contributor, who actively seeks opportunities and proposes solutions

• Possesses a valid driver's license and state-required auto insurance or reliable transportation depending on business needs

• This is a hybrid role which requires travel to CII sites about 20% of the time (about once per week)

• Sensitivity to service population’s cultural and socioeconomic characteristics

• Excellent verbal and written communication skills, including the ability to draft correspondences with and other communications quickly with minimum direction

• Understands CII’s basic philosophy and participates fully in carrying out its mission

CERTIFICATES, LICENSES, REGISTRATIONS

• None required

COMPUTER SKILLS

• Advanced knowledge of Microsoft Office 365 (i.e., Word, PowerPoint, Excel, Teams, etc.)

VISION REQUIREMENTS

• No special vision requirements

NOISE LEVEL

• Moderate noise

REQUIRED TRAINING

• New Hire Orientation

• AB-1343: Sexual Harassment Prevention Training

• Mandated Reporter

COMPENSATION:

$73,601.00 USD - $85,469.00 USD

In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

BENEFITS:

• Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year

• Excellent medical, dental, and vision insurance for eligible employees and qualified dependents

• 403b Retirement Plan with employer contribution for eligible employees

• Up to $4,500 in tuition reimbursement per calendar year

• Eligible for the Public Service Loan Forgiveness program

• Flexible Spending Account (FSA) & Health Savings Account (HSA)

• Employer paid Life and AD&D Insurance

• Voluntary Supplemental Insurance

• Opportunity for growth & advancement

• Professional development & continued training

• Team building & bonding through company sponsored events & activities

CONTINGENCIES:

• Influenza immunization or declination

• COVID-19, MMR and Tdap immunizations

• Education verification

• Reference check

• Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services

• Drug and alcohol screening

• Tuberculosis screening