HR Coordinator

Job Summary:

The Human Resource (HR) Coordinator is responsible for managing and overseeing HR functions within a mental health/behavioral health agency while ensuring strict confidentiality and compliance with HIPAA regulations. This position serves as a primary point of contact for employees and new hires. This role is responsible for coordinating recruitment processes, onboarding, compliance tracking, personnel file management, benefits administration support, and employee relations. The HR Coordinator plays a vital role in safeguarding sensitive employee and client information, fostering a positive workplace culture, and ensuring compliance with all employment laws and behavioral health industry standards.

Key Responsibilities:

Confidentiality & Compliance

• Ensure strict adherence to HIPAA regulations, protecting the confidentiality of employee and client information.
• Maintain and safeguard sensitive personnel files, including medical records, background checks, and disciplinary actions.
• Ensure all HR processes comply with federal and state employment laws (e.g., FMLA, ADA, EEOC, CARF accreditation, and Medicaid regulations).

Recruitment & Onboarding

• Assist with recruitment and hiring, including job postings, screening, and interview coordination.
• Manage background checks, credential verification, and employment eligibility.
• Oversee the onboarding process, ensuring new hires understand company policies, HIPAA compliance, and confidentiality agreements.
• Prepare new hire packets, contracts, and required DBHDS/DMAS credentialing documentation.
• Ensure completion of I-9 requirements, E-Verify, and employment eligibility processes.
• Facilitate new hire orientation, agency overview, policy review, and benefits introduction.

Employee Relations & Support

• Serve as a trusted resource for employee concerns, maintaining professionalism and discretion.
• Assist in policy development and implementation, ensuring compliance with HR and HIPAA regulations.
• Support leadership in handling sensitive employee matters, including performance reviews, disciplinary actions, and grievances.
• Assist with recognition programs, staff engagement activities, and morale-building initiatives.
• Support conflict resolution efforts and escalate concerns to HR leadership as needed.

Benefits & Payroll Support

• Assist employees with benefits enrollment and updates, maintaining confidentiality of health-related information. Coordinate communication with the benefits administrator or provider.
• Work with payroll administrators to ensure accurate and private payroll processing.
• Track and maintain employee leave records (PTO, FMLA, sick leave) while protecting employee privacy.

Training & Staff Development

• Coordinate mandatory staff trainings, including HIPAA, Medicaid/DMAS compliance, workplace safety, CPR, First Aid, TOVA, HIPAA, Human Rights, and other licensing requirements.
• Track and maintain continuing education requirements for clinical staff.
• Track and ensure timely completion of all mandatory trainings and orientations.

HR Administration & Recordkeeping

• Maintain secure and confidential employee records, ensuring compliance with state audits and accreditation requirements.
• Handle employee termination and exit processes with discretion and professionalism.
• Ensure compliance with all workplace safety and privacy regulations.
• Maintain accurate, complete, and compliant personnel files in accordance with state, federal, and licensing regulations.
• Monitor expiration dates for certifications, licenses, performance evaluations, and training renewals.
• Manage digital and physical HR records and support audits or licensing reviews.

Workplace Culture & Engagement

• Assist in fostering a positive and compliant workplace environment.
• Organize staff appreciation events, wellness programs, and team-building activities while respecting confidentiality.
• Develop strategies for employee engagement, retention, and professional development.

Qualifications & Requirements:

• Education:
  • Bachelor's degree in Human Resources, Business Administration, or a related field (preferred).
• Experience:
  • Minimum 2-3 years of HR experience, preferably in a behavioral health or healthcare setting.
  • Knowledge of HIPAA regulations and confidentiality standards is required.
• Knowledge:
  • Strong understanding of employment laws, HR policies, and compliance regulations.
  • Familiarity with DMAS, Medicaid, and healthcare credentialing is a plus.
• Skills:
  • Excellent confidentiality management and discretion.
  • Strong organizational and multitasking abilities.
  • Proficiency in HR software, payroll systems, and Microsoft Office Suite.
• Certifications (Preferred but Not Required):
  • PHR (Professional in Human Resources) or SHRM-CP certification.

Compensation & Benefits:

• Competitive salary based on experience.
• Health, dental, and vision benefits (if applicable).
• Paid time off (PTO) and holidays.
• Opportunities for professional development and training.