HR & Administrative Operations Coordinator

Under the direct supervision of the Director of Human Resources, the HR Operations Coordinator provides administrative and operational support to Maryvale’s Human Resources and operations functions. The position supports HR processes including personnel records, onboarding, compliance documentation, HRIS data entry, and general HR administration, while also assisting with organization-wide operational activities, data management, facilities rental coordination, vendor communication, events, projects, and other administrative initiatives as necessary.

The HR Operations Coordinator also provides operational support as directed by the Vice President of Administrative Operations and works collaboratively across departments to support efficient day-to-day operations, organizational priorities, and special projects.

Status: $26-30

Reports To: Director of Human Resources

Reporting Staff: None

Core Responsibilities

Support and uphold Maryvale’s Mission, Vincentian Core Values, and Trauma-Informed Care philosophy, recognizing the presence of trauma symptoms and acknowledging the role that trauma has played in the lives of the clients/residents
Assist in the healing process by developing appropriate RICH® (Respect, Information, Connection, and Hope) relationships with those served
Follow Universal Precautions when exposed to blood and body fluids and follow Occupational Safety Health Administration (OSHA) regulations pertaining to safety and the use of equipment/machinery..
Promote and support the attitudes, behaviors, knowledge, and skills necessary to work respectfully and effectively with each other as well as demonstrate the ability to address the needs of the children and families Maryvale serves.

Essential Duties

Personnel Records & Compliance

Perform accurate and timely data entry and maintain Associate information within Maryvale’s Human Resources Information System (HRIS).
Maintain Associate personnel records, electronic files, databases, and other HR documentation in accordance with organizational requirements. 
Conduct personnel file audits and assist in obtaining required documentation to maintain accurate, complete, and compliant personnel records.
Prepare and process documentation related to personnel changes and HR actions, ensuring all required information, approvals, and signatures are complete.
Process temporary worker documentation and assist in maintaining records in accordance with applicable Community Care Licensing (CCL) requirements.
Maintain records and generate reports related to employee certifications, registrations, licenses, training, and other compliance requirements.
Support the HR team with routine reporting, tracking, audits, data collection, and other compliance-related activities.

Recruitment & Onboarding Support

Prepare and maintain documents and materials required for new-hire onboarding.
Assist the HR team with coordinating new-hire activities, including initial employment documentation and pre-employment screening requirements.
Communicate with supervisors and appropriate departments regarding onboarding status and outstanding requirements.
Coordinate onboarding requests with internal support departments and follow up to ensure required activities are completed.
Assist with preparing and coordinating new-hire orientation.
Complete onboarding documentation with new Associates, establish personnel records, and enter required new-hire information into the HRIS.
Provide additional administrative support for recruitment, onboarding, employee engagement, benefits, training, and other HR initiatives as assigned.

Administrative Operations

Provide administrative and operational support to the Vice President of Administrative Operations, including data entry, tracking, reporting, document preparation, records maintenance, and project coordination.
Assist with the coordination of organizational events, meetings, trainings, and special activities for Associates and external community partners, including vendor communication, scheduling, logistics, materials preparation, and day-of event support.
Assist with purchasing and financial administrative tasks, including invoice documentation, credit card reconciliation and allocation, purchasing records, and related documentation.
Support short- and long-term Human Resources, Administrative Operations, and organization-wide projects and initiatives..
Perform other administrative and operational duties as assigned based on departmental and organizational needs.

Qualifications

Associate degree, preferred.
Three or more years of experience in an administrative role, preferably supporting Human Resources, Administrative Operations, or a related function; nonprofit experience preferred. 
Experience working with an HRIS database, or other business information systems preferred.
Strong data-entry, organizational, recordkeeping, and administrative coordination skills.
High attention to detail and demonstrated ability to maintain accurate records and information.
Strong customer service orientation and ability to communicate professionally with Associates, leadership, vendors, visitors, and external partners.
Effective verbal and written communication skills.
Ability to proofread and prepare professional written materials with appropriate grammar and accuracy.
Ability to organize and prioritize multiple assignments, meet deadlines, follow up on outstanding items, and adapt to changing organizational priorities.
Ability to exercise appropriate judgment and maintain confidentiality when working with employees and organizational information.
Demonstrated ability to work collaboratively across departments and effectively support multiple stakeholders.
Proficiency with Microsoft Word, Excel, Outlook, and other standard business applications.

Physical Requirements

The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions of this job: While performing the duties of this job, the Associate is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear.  The Associate is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The Associate must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
May occasionally be required to drive.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.