Summary

The Human Resources Coordinator will successfully manage a variety of human resources administrative duties, under the direction of the Vice President of Human Resources. The Coordinator assists in serving and facilitating the human resources processes for the Epilepsy Foundation of America (EFA) locations and staff nationwide. The coordinator is responsible for managing the recruiting and onboarding activities, assisting with the administration of employee benefits, and helping coordinate staff performance and development activities. This role will coordinate and assist with scheduling HR and staff-related meetings and events. In addition, this role provides administrative support to the human resources function, as needed, including record-keeping, file maintenance, and HRIS entry.

Essential Duties and Responsibilities

  • Provide exceptional customer service to all EFA staff, stakeholders, and all others that this role may interact with.
  • Uses excellent problem-solving and customer service skills to respond to and follow through on internal and external HR related inquiries or requests for help.
  • Manages the recruiting search process by building a hiring timeline and plan with the hiring manager, advertising job openings, sourcing qualified candidates, maintaining the applicant tracking system (ATS), administering candidate pre-screening assessments, conducting phone interviews, scheduling interviews, performing reference and background checks, and drafting offer letters. This also includes staying engaged with job seekers and sending rejection letters.
  • Manages the new employee onboarding process for all EFA staff by advising hiring managers of the pre-onboarding process, ensuring that all new hire paperwork is completed and delivered by the appropriate deadlines, scheduling new hire orientations, creating new hire onboarding schedules, and ensuring the accurate completion and maintenance of form I-9.
  • Assists with the administration of employee benefits, including enrollments, changes, and terminations.
  • Processes required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions, as well as assisting with reconciling employee benefit statements.
  • Update employee benefits information into the payroll system.
  • Maintain personnel-related data and records (payroll, personal information, leaves, turnover rates, etc.) to ensure employment required compliance is met. Assist in the compilation of data for HR reporting needs.
  • Managing the personnel action request and approval process, ensuring that the request form is accurately completed and includes the appropriate approval signatures, ensuring that the HRIS is updated accurately, and assisting with drafting employee change notices.
  • Ensure confidentiality of files and records and use discretion in controlling access to and release of information.
  • Assist the Vice President of HR with all performance management and staff development related activities.
  • Conduct periodic audits of HR department files and records, including benefits billing invoices.
  • Makes photocopies; mails, scans, and emails documents; and performs other clerical functions.
  • Process mail for the HR department, as needed.
  • Process check requests, invoices, expense reports, etc.
  • Assist in updating job descriptions.
  • Assist in the planning of staff events. (Holiday party, staff training and meetings, etc.)
  • Flexibility, willingness, and openness to learning, as the HR department continuously streamlines by adding new systems, resources, and tools, and improves workflows for efficiency.
  • Assist with other duties and special projects, as assigned by the Vice President of Human Resources.

Requirements, Education, and Experience

  • 1-2 years of experience working in Human Resources or a similar role (a combination of demonstrated practical experience and education may substitute)
  • 1-2 years of solid office or administrative experience
  • Proven experience as an HR coordinator, or a relevant human resources or administrative position
  • Minimum 1 year of practical benefits administration or assistant experience
  • Minimum 1 year of full cycle recruiting experience, experience implementing a variety of recruiting strategies, and understanding of sourcing and recruiting techniques
  • Bachelor’s degree in human resources related field preferred
  • Proficient in the use of Microsoft Office applications (Word, Excel, Outlook, PowerPoint), with intermediate to advanced spreadsheet skills (utilized with practical work experience)
  • Proficient in the use of HRIS and other online software applications, such as ADP, Zoom, PN3, Concur, applicant tracking systems, SecureDrawer, etc.
  • Knowledge of human resources processes and best practices
  • Knowledge of working in a Foundation or other non-profit
  • A high level of detail orientation and accuracy (checking your work for accuracy is especially important)
  • Ability to prioritize work assignments and track multiple projects simultaneously and follow through to completion with each
  • Ability to work independently with minimal supervision on assigned duties; a sense of ownership and urgency in completing assigned job duties is essential
  • Excellent time management and problem-solving skills
  • Excellent data entry and written, verbal, and interpersonal communication skills
  • Uses sound judgment and maintains strict confidentiality
  • Familiarity with social media recruiting

Special or Particular Requirements, Work Environment, and Physical Demands

  • This is a full-time position, expected to up to 35 hours per week, Monday through Friday, from 9AM to 5PM. The scheduled hours, days, and needs can change. The employee is expected to be flexible, as needed.
  • The coordinator job operates in a professional office environment and routinely uses office equipment.
  • While performing the duties of this job, the employee is regularly required to talk and hear and will require staring at a computer screen for extended periods of time; standing and moving around when filing for extended periods of time; some lifting of boxes, packages, and office equipment; and moving tables and chairs to set up meeting spaces.
  • No travel is expected for this position.
  • Telework privileges may be requested, in accordance with the EFA standard telework policy and employee is expected to maintain satisfactory performance and excellent customer service.

 

 

Disclaimer: This document describes the position currently available. It is not an employment contract. It is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to be an accurate reflection of the current job, Epilepsy Foundation reserves the right to modify job duties or job descriptions at any time, as determined by the needs of the organization.