What are the responsibilities and job description for the HR Coordinator position at Family Health West?
- Reliable and punctual attendance is essential; expected to be at job as scheduled each scheduled day.
- Communicate necessary information to others as appropriate.
- Main point of contact for employee rewards and recognition to include all FHW recognition programs.
- Works directly with the VP of HR and the HR Team to facilitate annual events including the Hospital Week and Employee Appreciation Picnic, annual Volunteer luncheon.
- Audit personnel files as needed. Notify appropriate managers/directors of missing documentation to maintain "audit ready" personnel files.
- Complete verbal & written verifications of employment as needed.
- Be the first contact in the HR department for all inquiries that come through the general telephone number (to be answered by the 2nd ring).
- Take minutes for the HR Weekly meeting and distribute previous meeting minutes to HR staff prior to the next meeting. Take minutes from the daily huddle.
- Ensure human resources files & records are maintained in accordance with legal requirements and company policies & procedures. Separate documents between medical/personnel & file those documents in the appropriate files. Filing must be kept up on in a timely manner (no less than monthly.
- Compile and send New Hire Newsletter information to marketing to be included in the newsletter.
- Run Anniversary report & send to Marketing.
- Manage employee 1st Anniversary Program, notify employees of their 1st anniversary & track employees who come in to get their vest.
- Print & track badges for new hires, students, visitors, vendors & current employees; make sure they have correct access.
- Track & enter annual compliance trainings in UltiPro, EFM & Electronic Personnel Files.
- Track & enter licenses and certifications in UltiPro, EFM & Electronic Personnel Files. Notify employees if their license/certification is getting close to expire.
- Assists in terming employees - Deactivate the badges, Pull I-9's & file in Terminated Binder, pull termed employee files and file them in the termed file cabinets.
- Initiates Exit Interview communications by contacting resigning employee and sending exit interview documentation. Set them up for an appointment as requested.
- Break down termed employee files as needed.
- Retire termed employee files yearly, moving the files from three years ago to the old file room.
- Track and log annual documents such as Annual TB and Immunizations exemptions.
- Send requested copies of documents in personnel files, immunizations/records to both termed & current employees as needed.
- Scan Payroll documents to the Payroll department when needed.
- Manage the Service Recovery Kits.
- Responsible for the DocuSign Program (distribute PARs, Position Requisitions, Position Justifications for signatures and distribute the items when completed/signed in a timely manner.
- Respond to public inquiries in a helpful & professional manner.
- Place office supply order as needed for HR department as approved by the VP of HR.
- Check HR & Payroll mailboxes daily; distribute mail to appropriate HR staff; deliver outgoing mail to the mailroom.
- Serves as back up for daily distribution of new employment applications. Coordinated with the Onboarding and Employment Specialist on applicants as needed.
- Order gift cards to be delivered to employees & send out cards to employees for situations such as a death in the family, birth of a child, etc.
- Prepare another card and send it over to the Executive Team for their signatures.
- Assist VP of HR with administrative tasks, projects, employee communications, filing reports, faxing, etc., as needed.
- Assist other HR staff members with projects as needed or directed by the VP of HR.
- Order and distribute Labor Law posters as they need to updated with in the organization.
Full-time, Monday - Friday 8 am to 5 pm
Benefits eligible: medical, dental, vision, 403B, PTO
Salary : $23
