[Hiring] Human Resources Coordinator @Calstart

Role Description

The Human Resources Coordinator provides comprehensive administrative and operational support across the full employee lifecycle. This role is responsible for managing onboarding and offboarding activities, maintaining employee records, supporting HR systems and reporting, and ensuring an exceptional employee experience.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and thrives in a fast-paced environment. They possess strong technical skills, exercise discretion with confidential information, and are passionate about supporting employees and organizational success.

Duties & Responsibilities

• Employee Onboarding & Offboarding
  • Own end-to-end onboarding process by coordinating all pre-employment and onboarding activities for new hires.
  • Prepare and process new hire documentation and employment records within ADP Workforce Now.
  • Administer background checks, employment verification, I-9 documentation, and other required pre-employment activities.
  • Facilitate new hire orientation and ensure timely completion of onboarding requirements, compliance training, and submission of required documentation.
  • Prepare onboarding materials, welcome packets, and employee resources.
  • Manage onboarding schedules by coordinating required trainings, meet-and-greet meetings with managers, and cross-functional team members.
  • Coordinate employee offboarding, including exit documentation, stakeholder communication, equipment coordination, and system updates.
  • Schedule exit interviews and maintain related documentation.
• HR Administration & HRIS
  • Maintain accurate employee information, personnel files, documents, and electronic HR records in ADP Workforce Now.
  • Process employee status changes including promotions, transfers, compensation changes, and organizational updates.
  • Ensure employee records remain compliant with organizational policies and applicable employment laws.
  • Maintain organizational charts by updating reporting relationships, position changes, new hires, and separations.
  • Generate routine HR reports, workforce metrics, and other reports as needed.
  • Assist with HRIS audits to ensure data accuracy and integrity.
  • Support HR system testing and implementation of new functionality.
  • Troubleshoot basic employee and manager HR system questions.
  • Assist with employment verification requests and other routine employment documentation.
  • Monitor the People Resources shared inbox and ticketing system responding to employee and manager inquiries, escalating more complex matters as appropriate.
• HR Communications
  • Create visually engaging People Resources communications, presentations, newsletters, guides, and training materials using Canva, Scribe, and Microsoft Office.
  • Maintain People Resources SharePoint pages, resource libraries, and employee communications, ensuring information is current and accessible.
  • Support organizational announcements and People Resources Team communications.
  • Assist with presentation materials for leadership meetings and training sessions.
• Compliance & Recordkeeping
  • Ensure compliance with federal, state, and organizational employment requirements.
  • Maintain I-9 documentation and employment eligibility records.
  • Support HR audits and reporting requirements.
  • Assist with policy acknowledgements and compliance tracking.
  • Maintain confidentiality of employee information at all times.
• Administrative Support
  • Coordinate People Resources meetings, training sessions, and employee events.
  • Prepare reports, spreadsheets, presentations, and meeting materials.
  • Maintain department calendars and project tracking.
  • Assist with special HR projects and continuous process improvements.
  • Perform other duties and responsibilities as assigned.

Qualifications

• Associate’s degree in Human Resources, Business Administration, or related field; Bachelor’s degree preferred.
• Minimum of 2 years of Human Resources administrative or coordinator experience.
• Experience supporting multiple HR functions, including onboarding, HR administration, and employee support.
• Experience working with an HRIS, preferably ADP Workforce Now.
• Strong customer service orientation with excellent interpersonal skills.
• Excellent organizational skills with exceptional attention to detail.
• Ability to prioritize multiple assignments while meeting deadlines.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism.

Technical Skills

• Required proficiency in:
  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
  • Microsoft Excel (including formulas, sorting/filtering, and reporting).
  • ADP Workforce Now or comparable Human Resources Information System (HRIS).
  • Canva for creating professional communications, presentations, and employee materials.
  • Adobe Acrobat or PDF editing software.
  • Virtual meeting platforms (Microsoft Teams and Zoom).

Desired Qualifications

• SharePoint.
• Survey platforms (Microsoft Forms or SurveyMonkey).
• Electronic document management systems.

Benefits

• $29.81 - $35.77 an hour.
• 100% company paid comprehensive health benefits for Medical, Dental, Vision, Short Term Disability, Long Term Disability and Life Insurance.
• Retirement plan with generous company contributions.
• FSA for Health and Dependent Care.
• 3 weeks of vacation time in the first year of employment.
• 11 paid company holidays.
• Paid sick time.
• Paid family leave.
• More benefits available.