Human Resources Coordinator in Englewood, New Jersey at Progressive Spine and Orthopaedics LLC

JOB TITLE: HR Coordinator
ENTITY: Progressive Spine & Orthopaedics
PAY RANGE: OPM Pay Grade 5 (Hourly)
FLSA STATUS: Non-Exempt

SUMMARY: The HR Coordinator provides administrative and operational support to the Human Resources Department and assists with the day-to-day coordination of essential HR processes.

This position plays an important role in creating an organized and efficient employee experience by coordinating pre-employment requirements, onboarding activities, background checks, drug screenings, employment documentation, personnel files, training and credential tracking, recruitment administration, and other HR-related administrative functions. The HR Coordinator is expected to maintain accurate records, closely monitor deadlines and outstanding requirements, proactively follow up with employees and candidates, and ensure assigned HR processes are completed accurately and timely. Success in this position requires exceptional organization, attention to detail, confidentiality, professionalism, responsiveness, and follow-through.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
ONBOARDING & PRE-EMPLOYMENT COORDINATION
- Coordinate the administrative onboarding process for new employees from acceptance of employment through completion of required onboarding activities.
Initiate and monitor pre-employment background checks.
- Coordinate required pre-employment drug screenings and monitor completion and receipt of results.
- Communicate with candidates and new hires regarding outstanding pre-employment requirements, documentation, deadlines, and onboarding instructions.
- Prepare and distribute approved new-hire paperwork, orientation materials, policies, acknowledgments, and other required employment documentation.
- Track completion of all required onboarding documents and proactively follow up on missing or incomplete items.
- Coordinate completion of Form I-9 and required employment eligibility documentation in accordance with established company procedures.
- Maintain onboarding checklists and ensure assigned requirements are completed within established timeframes.
- Coordinate with managers, IT, payroll, credentialing, operations, and other departments as necessary to prepare for new employees.
- Assist with scheduling and coordinating new-hire orientation.
- Ensure completed onboarding documentation is properly organized and maintained.

BACKGROUND CHECKS & DRUG SCREENINGS
- Initiate background screening requests for approved candidates.
- Coordinate drug-screening appointments and provide candidates with applicable instructions.
- Track outstanding background checks and drug screenings to ensure timely completion.
- Maintain organized documentation regarding completion of pre-employment requirements.
- Follow up with candidates regarding incomplete or outstanding screening requirements.
- Promptly escalate background check or drug-screening results requiring additional HR review.
- Maintain strict confidentiality regarding all pre-employment screening information.

PERSONNEL FILE & DOCUMENT ADMINISTRATION
- Maintain organized and complete electronic and/or physical personnel files in accordance with established company procedures.
- File completed employee documentation in the appropriate personnel records.
- Review personnel files for missing, expired, incomplete, or improperly filed documentation.
- Assist with periodic personnel-file audits.
- Track outstanding employee documentation and follow up as appropriate.
- Maintain required employee acknowledgments, certifications, licenses, training records, and other documentation.
- Ensure sensitive employee information is maintained securely and confidentially.
- Assist with retrieval of personnel documentation when requested by authorized HR personnel.

RECRUITMENT ADMINISTRATIVE SUPPORT
- Provide administrative support throughout the recruitment and hiring process.
- Assist with posting approved job openings on designated recruitment platforms.
- Coordinate candidate interviews and communicate scheduling information to candidates and hiring teams.
- Maintain organized candidate and recruitment documentation.
- Assist with candidate communications regarding interview scheduling, required documentation, and next steps.
- Prepare approved offer letters and other pre-employment documentation using established templates.
- Coordinate approved candidates through the pre-employment process.
- Maintain recruitment and hiring trackers as assigned.

TRAINING, CREDENTIAL & COMPLIANCE TRACKING
- Track required employee training, certifications, licenses, policy acknowledgments, and other required documentation.
- Monitor expiration dates and upcoming renewal requirements.
- Send reminders regarding outstanding or approaching requirements.
- Maintain organized tracking logs and supporting documentation.
- Assist with distributing company policies, handbook updates, addenda, and required employee acknowledgments.
- Track receipt and completion of required acknowledgments.
- Assist with organizing documentation needed for HR audits and compliance reviews.
- Support administrative coordination of mandatory employee training programs.

EMPLOYEE STATUS & OFFBOARDING ADMINISTRATIVE SUPPORT
- Prepare approved employee status-change documentation as directed by HR leadership.
- Maintain copies of completed and approved employment documentation.
- Assist with administrative offboarding requirements when an employee separates from the organization.
- Coordinate return-of-company-property documentation with applicable departments.
- Prepare separation packets and other approved documents as directed.
- Ensure required separation documentation is properly collected, organized, and filed.

HR DEPARTMENT ADMINISTRATIVE SUPPORT
- Provide day-to-day administrative support to the Human Resources Department.
- Maintain HR spreadsheets, trackers, checklists, calendars, forms, templates, and departmental records.
- Monitor assigned HR deadlines and proactively follow up on outstanding administrative items.
- Assist with preparing correspondence, letters, forms, reports, and other HR documentation using approved templates.
- Schedule HR meetings, interviews, orientations, trainings, and other department activities as assigned.
- Assist with scanning, filing, copying, organizing, and maintaining HR documentation.
- Monitor designated HR administrative communications and route requests to the appropriate HR team member.
- Assist with employment verification requests in accordance with established procedures.
- Assist with employee recognition activities, company events, employee communications, and other HR initiatives.
- Maintain adequate supplies of HR forms, onboarding materials, orientation materials, and other departmental resources.
- Assist with special HR projects and departmental initiatives as assigned.
- Identify missing documentation, approaching deadlines, incomplete processes, or unresolved administrative items and promptly bring them to the attention of the appropriate HR team member.
- Perform other administrative HR duties as assigned.

REQUIRED QUALIFICATIONS
- Associate degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred. Relevant administrative or HR experience may be considered in lieu of education.
- One to three years of Human Resources, administrative, recruiting coordination, onboarding, healthcare administration, or related experience preferred.
- Previous experience supporting onboarding, background checks, drug screenings, recruitment, or personnel documentation preferred.
- Healthcare experience preferred.
- Strong proficiency with Microsoft Outlook, Word, Excel, Teams, and related business applications.
- Ability to learn and effectively utilize HR-related platforms necessary to complete assigned administrative responsibilities.
- Strong written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple assignments, deadlines, and priorities simultaneously.
- Strong follow-through and ability to track outstanding items through completion.
- Ability to appropriately handle confidential and sensitive information.

CORE COMPETENCIES
- Organization and attention to detail
- Accountability and follow-through
- Confidentiality and discretion
- Professional communication
- Time management
- Administrative accuracy
- Initiative
- Reliability
- Adaptability
- Teamwork and collaboration
- Deadline management

CONFIDENTIALITY
The HR Coordinator will have access to confidential employee, candidate, compensation, pre-employment, and organizational information. Maintaining confidentiality is an essential requirement of this position.

Employee and candidate information may only be accessed, used, or disclosed when necessary to perform assigned job responsibilities and in accordance with company procedures.

PHYSICAL DEMANDS & WORK ENVIRONMENT
The employee may sit for extended periods, communicate by telephone, email, and electronic platforms, and lift office materials weighing up to 20 pounds.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

DOL / FLSA CLASSIFICATION JUSTIFICATION:
This position is classified as Non-Exempt because its primary responsibilities consist of administrative and coordination support for established HR processes, including onboarding, recruitment administration, personnel file maintenance, training and compliance tracking, and employee documentation. The position follows established procedures and does not independently make significant employment decisions, conduct investigations, determine compensation, or interpret employment law or Company policy. Accordingly, the position does not meet the requirements for an applicable FLSA exemption and is eligible for overtime in accordance with applicable federal and state wage-and-hour laws.