Human Resources Coordinator

Human Resources Coordinator | BeLoved Hospice

Job Summary

The Human Resources Coordinator is responsible for supporting the HR department and ensuring the smooth functioning of various HR activities within the organization. The HR Coordinator will also be primarily responsible for supporting the HR department by being involved in staffing, benefits administration, minor payroll functions, onboarding and orientation, data collection and administrative support.

This position reports directly to the Director of Human Resources

Job Duties and Responsibilities

General:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Demonstrates a thorough understanding of the agency’s mission, philosophy and scope of services.
2. Demonstrates knowledge and respect of rights and responsibilities by observance of patient/participant: Privacy, confidentiality and safety, including reporting of patient/participant abuse or neglect.
3. Foster and maintain an effective working relationship between co-workers, patients, families, caregivers, and other professional members of the community.
4. Demonstrates reliability by: Making every attempt to report to work on time and providing proper notification for absence or tardiness.
5. Demonstrates ability to problem-solve and make decisions by: Assessing situations and considering all possibilities to resolve the issues then correcting the problems presented in a reasonable amount of time.
6. Seeks guidance and direction as needed, utilizing proper chain of command.
7. Demonstrates professionalism at all times by respectful interpersonal relationships with employees, patients, families, caregivers, referral sources, contractors, and community members.
8. Demonstrates effective time management skills by: Coordinating activities to achieve maximum productivity and efficiency, willingness to adjust or revise work schedules as requested, seeking prior authorization for overtime, adhering to the policy for make-up time, completing assigned projects within specified time frames.
9. Participates in Performance Improvement activities when requested.
10. Works well independently and within the Interdisciplinary Team structure.
11. Promotes a team approach through cooperation, mutual respect, flexibility and dependability.
12. Ensures all regulatory standards for State, Federal and CHAP are met.
13. Assumes responsibility for on-going personal development and continuing education.
14. Completes monthly and annual trainings as assigned by the Governing Board, Director of Human Resources and/or Director of Nursing.
15. Creates opportunities for new referrals and referral relationships when representing the company in the community.
16. Supports the philosophy, objectives and mission of BeLoved Hospice.
17. Stays current with all mandatory agency requirements.
18. Attire to be consistent with the BeLoved Hospice dress code policy.

Specific to Position:

1. Provide administrative support to the HR department, including but not limited to scheduling interviews, preparing documents, maintaining HR records, and organizing HR-related events.
2. Assist in the recruitment process by posting job advertisements, screening resumes, scheduling interviews, and communicating with candidates.
3. Coordinate the onboarding process for new hires, including preparing paperwork, conducting orientations, and ensuring a smooth transition into the organization. Additionally, assist in offboarding procedures when employees leave the company.
4. Serve as a point of contact for employees regarding HR-related inquiries, policies, and procedures. Address employee concerns and escalate issues to HR leaders as needed.
5. Maintain accurate and up-to-date employee records in the HR database. Generate reports and assist in analysing HR metrics to support decision-making processes.
6. Assist employees with benefit enrollment, changes, and inquiries. Work closely with benefit providers to ensure timely processing of enrollments and resolve any issues.
7. Help establish documented workflows for HR tasks and processes.
8. Ensure compliance with labor laws, regulations, and company policies. Stay updated on changes in employment legislation and assist in implementing necessary adjustments.
9. Ensures the collection of data and maintenance of the physician license verification database and directs performance audits to assess compliance with licensing requirements.
10. Assists in program maintenance such as the health and safety and vaccine program, credentialing, and other programs as assigned by the HR Director.
11. Maintains OIG exclusion list and performs random audits to ensure company compliance.
12. Maintains and audits employee files for accuracy and completion.
13. Manages company-wide new hire paperwork to be reflective of federal, state, local and CHAP regulations.  Maintains system of organization for tracking all paperwork, licenses and expiration dates.
14. Coordinates new hire TB tests or signs and symptom reviews and health and safety records.
15. Assists in coordinating annual staff and volunteer influenza vaccine clinic with the Director of Nursing.
16. Assists in coordinating Hepatitis B vaccines and employee physicals for all new employees, as needed.
17. Assumes effective lines of communication with all employees and vendors.
18. Attends department meetings as requested.
19. Acts as liaison between the Governing Board and employees regarding human resources, payroll or benefit issues/concerns.
20. Coordinates and notifies all staff members of upcoming staff meetings or trainings.
21. Assists in making announcements and updates to all staff members on various platforms of communication.
22. Other duties as assigned.

Physical/Safety Requirements:

1. Participates in emergency procedures, including disaster drills.
2. Operation of equipment in a safe manner and shares responsibility for communicating safety violations or unsafe practices to management.
3. Equipment Used: General office equipment (telephone, copy machine, computer, fax machine) and motor vehicles.
4. Category 2 for potential exposure to blood/bodily fluids.
5. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
6. Utilizes appropriate PPE, as needed.

HIPPA Information:

As an HR Coordinator, you will be required to handle sensitive employee information, including health-related data, in compliance with the Health Insurance Portability and Accountability Act (HIPAA). This means ensuring the confidentiality, integrity, and availability of protected health information (PHI) at all times. Any unauthorized disclosure or breach of HIPAA regulations may result in legal consequences for the individual and the organization. It is imperative that you understand and adhere to HIPAA policies and procedures to safeguard employee privacy and maintain compliance.

Requirements

Qualifications and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job.

1. Associate’s degree or equivalent in human resources, business, or related field.
2. Minimum ofone-year of experience in a human resource setting or similar, with multi-level personnel preferred.
3. Knowledge of human resources functions and processes preferred.
4. Proficiency in MS Word, MS Excel, MS Outlook, Internet programs and other programs, as deemed necessary.
5. Maintains a high degree of confidentiality at all times.
6. Knowledge in recruitment and retention strategies.
7. Customer Service
8. Must have reliable transportation and maintain auto insurance.
9. Successful completion of background check pursuant to ORS 181A.195.

Benefits

• Group Health Plan Medical Coverage, Dental, and Vision
• Employee Assistance Program, Life & AD&D Insurance at no cost to you
• Supplemental health benefits such as hospital confinement, accident insurance, and more
• 401(k) with employer match
• Mileage reimbursement
• Education reimbursement opportunities 
• Eight Paid Holidays
• PTO accrual of 120 hours per year
• Free Gym Membership
• KATANA safety device and support 
• and more!