HR Coordinator in Portland, Oregon at Fora Health Inc

POSITION SUMMARY

The HR Coordinator owns the talent acquisition and onboarding process from job posting through an employee's first months of employment, and serves as the primary point of contact and communication for new hires throughout that process. This role also provides broader support across the employee lifecycle, including employee recordkeeping, compliance tracking, offboarding, and general HR administration.

This role is responsible for posting and managing open positions, leading the full recruitment and interview coordination process, conducting reference checks, verifying professional licenses, and coordinating pre-employment requirements such as background checks, UA, and TB testing. The HR Coordinator owns new hire onboarding end-to-end, ensuring new employees have a clear, well-communicated, and positive experience from offers through their first weeks on the job. This position also supports offboarding by helping remove departing employees from relevant systems, and helps keep employee files accurate, complete, and well organized.

This is an ideal role for someone who is highly organized, detail-oriented, comfortable managing multiple priorities and relationships, and skilled at clear, proactive communication. The scope of this role may evolve over time to support other HR functions as organizational needs change.

ESSENTIAL JOB DUTIES

Talent Acquisition

• Own the end-to-end recruitment process: post and manage open job requisitions across relevant job boards and the Applicant Tracking System (ATS).
• Verify required professional licenses and certifications for applicable positions.
• Partner with hiring managers to extend and finalize job offers.
• Review applications and screen candidates to determine suitability for open positions, as requested
• Attend interviews as needed or requested by manager
• Conduct reference checks for candidates, as requested
• Attend local recruiting events, career fairs, and school visits as needed.

Onboarding & New Hire Communication

• Own the new hire onboarding process end-to-end, from offer acceptance through the employee's first weeks on the job.
• Serve as the primary point of contact for new hires throughout onboarding, proactively communicating next steps, timelines, and expectations.
• Coordinate and lead New Employee Orientation (NEO).
• Ensure proper and timely completion of new hire paperwork, I-9 documentation, and other required compliance forms.
• Coordinate pre-employment requirements, including background checks, UA (urinalysis), and TB testing, and keep candidates informed of status throughout.
• Act as a liaison with background check and pre-employment screening vendors.
• Check in with new hires at key milestones during their onboarding period to ensure a positive experience and address any questions or concerns.

Offboarding

• Support the offboarding process for departing employees, including coordinating removal/deactivation of system and building access.
• Assist with retrieval of company property and processing of final offboarding documentation.

HR Records & Compliance

• Maintain accurate and organized digital and physical employee files.
• Maintain the HR inbox, responding to inquiries and routing items to the appropriate HR team members
• Ensure recordkeeping practices comply with applicable employment laws and company policy.
• Track license and certification expiration and renewal dates for applicable positions.
• Assist in monitoring compliance with employment laws, regulations, and internal policies.

Employee Relations Support

• Provide employees with basic guidance on HR processes, including benefits enrollment, leave policies, and workplace resources, escalating as needed.
• Assist in documenting employee concerns or disciplinary actions as needed.
• Support conflict resolution efforts as directed by HR leadership.

Training & Performance Support

• Assist in coordinating employee training sessions and tracking completion of mandatory compliance training.
• Support performance management processes by tracking appraisal schedules and sending reminders.

Data & Reporting Support

• Assist in generating and maintaining reports related to recruiting, turnover, and other HR metrics.
• Support HR leadership in identifying data trends to inform HR strategy.

Engagement & Wellness Support

• Contribute to employee engagement initiatives and support wellness program activities.
• Assist as a point of contact for employee recognition programs and events.

General HR Support

• Provide backup support for general HR administrative tasks, including filing, scanning, and document management.
• Assist with HRIS/ATS data entry and recordkeeping updates.
• Support other HR functions as needed, including special projects.

ADDITIONAL JOB RESPONSIBILITIES

• Attend staff meetings as scheduled.
• Additional trainings to be completed as assigned in a timely manner.
• Special projects and other duties as assigned.
• Participate in ongoing supervision and consultation.

SUPERVISORY FUNCTIONS

This position does not have supervisory duties.

QUALIFICATIONS

EDUCATION AND EXPERIENCE REQUIRED

• Bachelor's degree in Human Resources, Business Administration, or a related field required; equivalent combination of relevant education and experience may be considered in lieu of a degree

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Proficient in Microsoft Office Suite, specifically Outlook, Excel and Word
• Demonstrated effectiveness in presenting ideas, transmitting information, or convey concepts to individuals or groups of people of varying educational, cultural and experiential levels.
• Ability to maintain professional boundaries with patients, the community, and other staff members.
• Ability to work collaboratively with patients, other treatment program staff, team members, and to treat everyone with respect and dignity at all times.
• Communicates information effectively in writing and verbally
• Strong organizational skills and attention to detail; detail oriented
• Displays initiative and problem-solving skills
• Basic knowledge of substance-use disorders
• Ability to maintain confidentiality and handle sensitive information.
• Comfort learning and using new software systems, including ATS and HRIS platforms.

OTHER REQUIREMENTS

• For employees with a history of substance use disorder, Fora Health’s policy requires certification of a minimum of six months of sobriety for this position.
• Ability to pass a pre-employment or for cause drug tests.
• Ability to pass DHS criminal background.
• Position will require some amount of regular connection to work via cell phone to answer questions and respond to internal and external contacts.

WORKING CONDITIONS

• Prolonged use of computer
• Position generally works in an indoor office environment with infrequent travel between sites or to special events.
• Possible exposure to communicable diseases which can encompass a variety of illnesses and infections, including COVID, tuberculosis, Hepatitis A, B, and C, and HIV.
• Possible exposure to upset, angry, severely traumatized, disabled or emotionally disturbed adults, adolescents, and families.
• Exposure to potentially hazardous cleaning chemicals, personal protective equipment provided.
• Fast paced, high volume work environment.