HR Administrative Coordinator

2 weeks ago

Philadelphia, Pennsylvania, United States Staff Full time

As an integral part of the Talent Management Division, the Human Resources Operations Associate collaborates closely with the HR team across various functions including recruitment, onboarding, performance assessment, and HR administration, delivering thorough administrative and clerical assistance.

KEY RESPONSIBILITIES:

  • Provide comprehensive administrative assistance to the Chief Human Resources Officer, Director of Human Resources, and the HR teams, which includes creating electronic files, managing electronic filing systems, handling phone inquiries, and processing check requests.
  • Support data entry into the HRIS system for all documentation received from the HR Team, such as new hire forms, termination notices, and status modifications.
  • Organize and maintain all new hire documentation, ensuring the creation of electronic files for each new employee.
  • Oversee the maintenance of electronic human resources files and employee records.
  • Respond to requests for employment verification.
  • Archive employee files in accordance with established record retention policies.
  • Coordinate, schedule, and facilitate orientation sessions for new hires, including sending calendar invites, confirmation emails, and preparing new employees for their initial day.
  • Assist with the offboarding process, which includes drafting departure memos, providing necessary forms to departing employees, and arranging exit interviews.
  • Organize meetings for the HR team, including scheduling, submitting video conference requests, booking meeting rooms, and preparing necessary materials.
  • Assist with the evaluation process for employees at 90 days and during annual reviews.
  • Research updates in employment laws and communicate new developments to the team.
  • 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 directed.
  • Assist with other related administrative tasks 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 bachelor's 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.
  • Strong organizational and interpersonal skills; a solid internal client focus.
  • 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 within 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: physical exertion is limited to lifting, carrying, pushing, pulling, or otherwise moving objects up to 10 pounds. The position primarily involves sitting, although walking and standing may be necessary to perform 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:

Staff 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 that the employee may be required to perform. Management reserves the right to review and revise the job description at any time. Employment with the organization 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 safety concerns, 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)

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