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HR Administrative Coordinator

2 months ago

Philadelphia, Pennsylvania, United States Staff Full time

As a vital member of the Talent Management Division, the HR Administrative Coordinator collaborates closely with the Human Resources team across various functions including recruitment, onboarding, performance assessment, and HR operations, delivering extensive administrative and clerical assistance.

KEY RESPONSIBILITIES:

  • Provide comprehensive administrative assistance to the Chief Human Resources Officer, Director of Human Resources, and HR teams, encompassing electronic file creation, filing, phone management, document copying and scanning, and processing check requests.
  • Facilitate data entry into the HRIS system for all documentation received from the HR team, including new hire forms, termination notices, and status updates.
  • Oversee the organization of all new hire documentation and establish electronic files for each new employee.
  • Maintain electronic human resources records and employee files.
  • Address employment verification inquiries.
  • Archive employee records in accordance with established retention policies.
  • Coordinate, schedule, and conduct orientation sessions for new hires, including sending calendar invites, confirmation emails, and preparing new employees for their initial day.
  • Assist with employee exits by drafting departure memos, providing necessary forms to departing staff, and scheduling exit interviews.
  • Organize meetings for the HR team, including scheduling, submitting video conference requests, booking meeting rooms, and preparing necessary materials.
  • Support the employee evaluation process, including 90-day reviews and annual assessments.
  • Research updates in employment legislation and inform the team of new developments.
  • Manage the HR inbox, addressing or forwarding requests as appropriate.
  • Perform additional administrative tasks and special projects as assigned.
ADDITIONAL RESPONSIBILITIES:
  • Engage in various short-term and long-term projects as assigned.
  • Assist with other related administrative functions as needed.
QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Education:
  • A bachelor's degree in a relevant field is required. A combination of education and relevant work experience may be considered in lieu of a degree.
Experience:
  • 1-2 years of experience in a dynamic human resources environment.
Knowledge, Skills, & Abilities:
  • Familiarity with HRIS and applicant tracking systems is preferred.
  • Exceptional organizational and interpersonal skills; strong focus on internal client relations.
  • Ability to maintain confidentiality at all times.
  • Capability to manage multiple priorities and tasks concurrently while ensuring timely follow-through on issues.
WORK ENVIRONMENT & PHYSICAL DEMANDS:

This position operates in a clerical office environment. The role typically involves the use of standard office equipment such as computers, telephones, photocopiers, filing cabinets, and fax machines.

PHYSICAL REQUIREMENTS:

This is a sedentary role: exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds may be required. The position primarily involves sitting, with occasional walking and standing necessary to fulfill job duties.

VISUAL ACUITY:

The employee is required to have close visual acuity to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.

DISCLAIMER:

The company is not obligated to provide sponsorship for this position. Applicants must be authorized to work in the United States on a full-time basis now and in the future.

The above description is intended to outline the general content of and requirements for the performance of this job. It is not a contract or employment agreement and should not be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform. Management reserves the right to review and revise the job description at any time. Employment with the company is at-will. Employees must be able to satisfactorily perform all essential functions of the position with or without reasonable accommodation. If an accommodation request would cause undue hardship or a safety concern, the individual may not be eligible for the position.

Equal Opportunity Employer - veterans, disability

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)