HR Coordinator

Do you want to play a key role in supporting a mission-driven organization dedicated to advancing excellence in the PA education community? As our Coordinator, HR, you’ll help strengthen the infrastructure and processes that empower our team, supporting a culture of growth, collaboration, and impact.

The HR Coordinator position provides comprehensive support across key HR functions, ensuring efficient day-to-day operations and a positive employee experience. This role supports full-cycle recruitment, onboarding, benefits administration, payroll coordination, performance management processes, and compliance tracking. This role owns the daily administration of HR processes within the HRMS (ADP Workforce Now), serving as the primary point of contact and system expert for employee data and workflow management.

Please include your resume and a cover letter when applying for this position.

This position may be exposed to sensitive and confidential information daily, this individual is responsible for maintaining the confidentiality that knowledge of such warrants. In this position, employees must respect and protect the privacy, confidentiality, and security of all personal information to which they have access in the performance of their duties for PAEA, in accordance with PAEA’s Privacy Policy and the PAEA Employee Handbook that all employees must sign.

Specific Responsibilities:

• Support full-cycle recruitment activities, including job postings, interview scheduling, candidate communication, and tracking applicant data in the HRMS.
• Coordinate employee onboarding by preparing offer letters, new hire paperwork, orientation schedules, and ensuring the timely completion of pre-employment tasks.
• Respond to employee inquiries related to payroll, benefits, timekeeping, HR policies, and HR systems, escalating issues as needed.
• Assist with bi-weekly payroll processing across multiple U.S. states by entering and updating employment changes in ADP Workforce Now, reviewing timecards, resolving discrepancies, and collaborating with the payroll provider to ensure accuracy and timeliness.
• Serve as a first point of contact for routine employee support and aid with HRMS (ADP Workforce Now): timekeeping, system access, navigation, and basic troubleshooting.
• Coordinate and track leave management programs, including FMLA, ADA accommodations, Workers’ Compensation, and other statutory or company leave programs.
• Coordinate benefits administration, including enrollments, changes, and supporting the annual open enrollment process.
• Coordinate the employee performance management processes, including building out forms and processes in the HRMS, and tracking completion.
• Monitor HR and payroll compliance by tracking key deadlines (e.g., I-9 verifications, policy acknowledgments) audits, filings, and required documentation, and assist with compliance reporting and data requests.
• Maintain accurate and confidential employee records in HRMS.
• Coordinate the annual review, update, and distribution of the employee handbook, working closely with HR leadership to ensure legal compliance and alignment with organizational practices.
• Assist with compiling HR reports and data tracking for internal use and external audits.
• Assists the People & Culture team in organizing and executing learning and development initiatives, ensuring programs run smoothly and support a culture of ongoing growth and mentorship
• Provide administrative and project support for HR initiatives, including employee engagement efforts, process improvements, system updates, and compliance projects.
• Participate in process documentation and continuous improvement initiatives while maintaining strict confidentiality of employee and company information.

Other Duties

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.

Required Qualifications, Knowledge, Skills, and Abilities

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field, or equivalent combination of education and work experience
• 3+ years of experience in an HR support or coordinator role
• Knowledge of core HR functions, including recruitment, onboarding, benefits, payroll coordination, and compliance
• Experience working with an HR management system (HRMS) (ADP Workforce Now preferred)
• Strong organizational skills and attention to detail with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to handle confidential information with professionalism and discretion

Preferred Qualifications, Knowledge, Skills, and Abilities

• Experience working with ADP Workforce Now (HRMS)
• Experience working with Smartsheet
• HR certification (e.g., SHRM-CP, PHR) or interest in pursuing certification.
• Experience at a nonprofit association

ADA Specifications

• Must be able to perform essential duties satisfactorily with reasonable accommodation.

Travel Requirements

This position requires periodic travel to assigned organizational events, including the annual staff retreat.

Work Environment & Benefits

This position is remote, with no in-office presence required.

PAEA offers a competitive salary and benefits that considers external market compensation and maintains internal equity. The salary range for this position is $62,000- $67,000 annually. The benefits package includes health, life, and disability insurances; paid time off and holidays; a 403(b) retirement plan with an 8% employer contribution; monthly wellness stipend, professional development funding, tuition assistance, and other benefits.

Work Authorization or Security Clearance Requirements

The individual in this position must be authorized to work in the United States.

Fairness and Accessibility

PAEA is committed to fairness and accessibility in all areas of its business activities, including employment, management, procurement and contracting. As such, it is the policy of PAEA to afford equal opportunity in employment and contracting without regard to race, color, national origin, sex, religious preference, age, sexual orientation, genetic information, gender identity, status as a parent, disability, veteran or any other status protected by applicable US law.