HR Ops Coordinator

Elwyn; Vineland (NJ); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Generous PTO

Medical benefits

Earned wage access

On-the-job training

Tuition reimbursement

Career growth

Flexible schedules

Retirement plan

Job summary

Elwyn in Vineland, NJ seeks an HR Ops Coordinator to maintain electronic personnel records, support audits, and ensure confidentiality in all HR processes. This role collaborates with onboarding and other HR teams to keep files up to date and compliant.

The position offers a hybrid work arrangement with primary office duties and remote flexibility. Benefits include PTO, health plans, tuition reimbursement, and career growth opportunities.

Qualifications

• High school diploma or GED required.
• Two years’ office experience with filing responsibilities.
• Experience creating and maintaining large filing systems preferred.
• Ability to handle confidential materials per HIPAA and policy.

Responsibilities

• Maintain electronic personnel records for current and former employees.
• Prepare and organize documentation for audits and licensure.
• Collaborate with Onboarding Team to collect new hire documents.
• Extract documents from HRIS and catalog in HR Document Management System.
• Perform periodic audits for accuracy and regulatory compliance.
• Assist with VOE, PSLF forms, and HR service tickets per SLA.
• Provide backup support to HR Services Team as needed.

Skills

Record management

Attention to detail

Confidentiality

Microsoft Office

HRIS experience

Education

High school diploma or GED

Tools

UKG Pro

Zendesk/ServiceNow

SharePoint

Job description

Overview

Join a Team That Changes Lives

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we’re here to create real change – helping people lead meaningful, fulfilling lives.

Now, we’re looking for passionate team members to join us. Here, your work will change lives – including your own. You’ll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

Responsibilities

Elwyn seeks an HR Ops Coordinator to maintain frontline custodial responsibility for creating and maintaining employee files within Elwyn’s Central Human Resources records. This role is responsible for fulfilling requests from service areas and support departments for employee records during audits and licensure reviews while maintaining the highest standards of confidentiality.

This position offers hybrid work opportunities, with the primary work location at the nearest Elwyn corporate office and remote work flexibility at the discretion of the HR Operations Manager.

DUTIES AND RESPONSIBILITIES:

• Record Management: Creates and maintains electronic personnel records for both current and former Elwyn employees.
• Documentation Standards: Prepares, verifies, and organizes employee documentation for electronic filing according to Human Resources guidelines, procedures, and applicable laws or regulations.
• Collaboration: Works closely with the Onboarding Team to ensure the timely collection and storage of all new hire documentation.
• System Integration: Extracts employee documents from the HRIS for import and cataloging into the HR Document Management System.
• Auditing: Performs periodic audits of files and contents to ensure accuracy and adherence to regulatory requirements and company policies.
• Compliance Support: Prepares and shares requested electronic documents for program and service area audits.
• Confidentiality: Handles sensitive information and requests in strict accordance with standard operating procedures, the code of conduct, and federal/state regulations, including HIPAA.
• Tracking & Reporting: Maintains comprehensive lists and charts regarding file contents, retention requirements, and program-specific file needs.
• Unemployment Claims Management: Handles, oversees, and responds to unemployment claims from various locations within the organization, ensuring timely and accurate documentation is provided to state agencies and internal stakeholders.
• Departmental Support: Assists Human Resources staff and cross-functional supervisors with organizing, reviewing, and retrieving employee records for regulatory and compliance audits.
• Credentialing: Supports the credentialing and re-credentialing process by auditing and maintaining current data in the HRIS, including licensures, education levels, driver's license information, and bi-annual physicals.
• Administrative Operations: Manages mail collection, scanning, and digital distribution to remote HR staff via email, SharePoint, and other applicable systems and software.
• Service Requests: Completes Verifications of Employment (VOE), Public Service Loan Forgiveness (PSLF) forms, and HR service tickets timely, adhering to established Service Level Agreements (SLA).
• Team Assistance: Provides backup support to the HR Services Team and other HR staff as needed.
• General: Performs other duties as assigned.

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• Education: High school diploma or GED.
• Experience:
  • Two years’ experience in an office environment with filing responsibilities.
  • Experience creating and maintaining large filing systems is preferred.
  • Responsibility for the creation and ongoing maintenance of employee records is highly preferred.
• Confidentiality:
  • Must demonstrate an unwavering ability to handle highly confidential materials in accordance with organizational policy and applicable laws, including HIPAA.
  • Knowledge of federal and state regulations related to the implementation, maintenance, and retention of employee records is preferred.
• Technical Proficiencies:
  • Required knowledge of employee file storage inventory, best practices, and methodologies.
  • Required experience using record scanning systems and software.
  • Proficiency with Microsoft Windows and Microsoft Office, specifically Word, Excel, and Outlook.
  • Experience with UKG Pro or other Human Resources Information System (HRIS) software.
  • Experience with ticketing systems such as Zendesk or ServiceNow is preferred.
• Core Competencies:
  • Excellent customer interaction and communication skills.
  • Demonstrated strong attention to detail and a high-level ability to organize tasks and files.
  • Proven ability to work independently within a dynamic environment.
  • Ability to effectively prioritize and manage workloads in a high-volume environment.
  • Ability to work effectively in a team-based setting.

Equal Opportunity Employer

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at [e-mail] let us know the nature of your request and your contact information.

Know Your Rights: Workplace discrimination is illegal