HUMAN RESOURCES COORDINATOR

Human Resources (HR) Coordinator

Reports To: HR Director

FLSA Classification: Non-exempt

Travel Required: Yes, occasional travel between internal locations.

Pay Grade: 4HA

Work Location: Office

Effective Date: 03/01/2022

Revised: 7/13/2023, 9/24/2024

Summary/Objective: The Human Resources Coordinator performs various confidential, administrative, and clerical tasks to support the overall operations of the Human Resources Department. This position will be responsible for the coordination and implementation of New Employee Orientation and onboarding of new employees. Prepares correspondence, reports, and other documentation; maintains departmental records and files; assists with benefits administration and payroll; coordinates hiring activities; enters and processes financial data; and responds to departmental inquiries.

Essential Functions:

• Onboarding & New Employee Orientation:
  • Coordinate the onboarding process: Act as the primary liaison between Recruiting Specialists and Hiring Managers to ensure smooth and timely hiring.
  • Pre-employment processing: Schedule and facilitate pre-employment meetings to guide new hires through required paperwork, background checks, and drug screens.
  • Lead New Employee Orientation: Ensure orientation materials are up-to-date and provide a welcoming environment for new hires by preparing all necessary documents and presentations.
  • I-9 Compliance: Complete and verify Forms I-9 and maintain accurate I-9 records for compliance.
  • Review background checks promptly and ensure they meet company standards.
  • Coordinate the Employee Referral Program:
    • Provide information to employees about the referral program, including eligibility incentives, and processes.
    • Maintain records of employee referrals, including tracking the status of referred candidates throughout the hiring process.
• Administrative Support
  • Maintain employee records: Update and manage the HRIS database and ensure personnel files meet retention and record-keeping requirements.
  • Handle unemployment claims: Respond to and process unemployment claims efficiently and accurately.
  • Termination paperwork: Process all documentation associated with employee separations, ensuring compliance and completeness.
  • Process verifications of employment: Respond to requests for employment verification in a timely manner.
  • Coordinate changes to employee status: Process employee requests related to pay, deductions, ETO donations, name changes, and allocations.
  • Submits wage garnishments via Garnishment Dashboard in HRIS.
  • Generate and Distribute Reports:
    • Compile and analyze reports related to floating holidays, service awards, terminations, and Galen Health Benefits Accounts.
    • Ensure accuracy and timeliness in reporting, then distribute these reports to the appropriate stakeholders.
• Benefits Administration
  • Assist with employee benefits: Support employees with benefit inquiries and explanations during onboarding and qualifying events.
  • Coordinate insurance for new hires and monitor deductions for newly eligible employees to ensure accuracy.
  • Manage qualifying events: Process events such as life changes and ensure timely updates to employee benefits profile.
  • Process FSA COBRA notices: Prepare and distribute COBRA notices for Flexible Spending Accounts (FSA) to eligible employees in accordance with regulations.
• Workers' Compensation Claims:
  • Act as a liaison between employees and the company’s workers' compensation carrier.
  • Serve as a point of contact for injured employees, providing guidance on the claims process and tracking their progress.
  • Ensure compliance with federal and state workers' compensation laws.
  • Report workplace injuries or illnesses to the workers' compensation carrier in a timely manner.
  • Support injured employees by answering questions about the process and helping them communicate with the carrier regarding their claim.
  • Ensure all necessary documentation and forms are submitted to the carrier and maintain internal records for compliance.
  • Monitor the progress of claims to ensure they are handled efficiently by the carrier, and support the return-to-work process as needed.

Other Duties/Responsibilities:

• Promote the mission, vision, and values of Galen Medical Group.
• Compliance with all department and company policies, procedures, and regulations.
• Report to work on time and as scheduled.
• Represent the organization in a positive & professional manner.
• Must adhere to HIPAA guidelines at all times in order to maintain the highest level of confidentiality.
• Participate in performance improvement and continuous quality improvement activities.
• Attend staff meetings and in-services as directed.
• Consistently demonstrate the value of the team concept.
• Other duties as assigned.

Knowledge/Skills/Abilities:

• Follow-Through: Strong commitment to completing tasks and projects, with a proactive approach to follow up on outstanding items and ensure timely resolution.
• Attention to Detail: Ensures accuracy in all HR records, compliance checks, and administrative tasks.
• Strong Communication: Able to engage effectively with employees at all levels and provide clear explanations.
• Confidentiality: Maintains discretion and privacy regarding sensitive employee information.
• Problem-solving: Capable of identifying and resolving HR-related issues proactively.
• Multitasking: Able to handle multiple ongoing projects and priorities efficiently.
• Adaptability: Flexibility to adjust to changing priorities and unexpected challenges.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Education:

• High school diploma or equivalent required.
• Associate degree in Human Resources, Business Administration, or a related field preferred, or a combination of relevant experience and education.
• Some college coursework in Human Resources, Business Administration, or related fields is highly desirable.

Experience:

• Experience with onboarding processes, benefits administration, and HRIS systems preferred.
• Minimum of two years of related experience in the human resources field is required.