Human Resource Administration Coordinator

Promenade at Middletown; City of Middletown (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Promenade at Middletown is seeking an Administrative/HR support professional to assist the Executive Director and management team. This role covers front-desk duties, extensive clerical tasks, and HR lifecycle activities under NYSDOH regulations.

The position requires 2+ years in admin or HR support, proficiency in Microsoft Office, and strong confidentiality. Evening/weekend availability may be required for events and staff coverage.

Qualifications

• High School Diploma or GED required; Associate/Bachelor preferred.
• Minimum 2 years’ experience in administrative or HR support; healthcare/assisted living preferred.
• Knowledge of NYSDOH Assisted Living regulations is a plus.
• Proficient in Word, Excel, Outlook, PowerPoint and general office tech.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism at all times.

Responsibilities

• Provide day-to-day administrative support to the Executive Director and management team.
• Answer and direct phone calls, and maintain a professional office environment.
• Provide front desk coverage and administrative support as needed to maintain efficient operations.
• Prepare correspondence, reports, meeting minutes, and other documents as requested.
• Maintain accurate filing systems, including resident and facility records, ensuring HIPAA and confidentiality standards.
• Assist with scheduling meetings, staff trainings, and in-services.
• Support payroll processing, billing, and data entry as needed.
• Perform additional duties and responsibilities as assigned to support evolving operational needs and organizational priorities.

Skills

Organizational skills

Communication skills

Confidentiality

Education

Associate or Bachelor degree in Business/HR

Tools

Microsoft Office Suite

Job description

Administrative

• Provide day-to-day administrative support to the Executive Director and management team.

• Answer and direct phone calls, and maintain a professional office environment.

• Provide front desk coverage and administrative support as needed to maintain efficient and professional operations.

• Prepare correspondence, reports, meeting minutes, and other documents as requested.

• Maintain accurate filing systems, including resident and facility records, ensuring compliance with HIPAA and confidentiality standards.

• Assist with scheduling meetings, staff trainings, and in-services.

• Support billing, payroll preparation, and data entry as needed.

• Perform additional duties and responsibilities as assigned to support evolving operational needs and organizational priorities.

Human Resources:

• Assist with the full employee lifecycle, including recruitment, onboarding, orientation, and offboarding.

• Maintain accurate and confidential employee personnel files in accordance with NYSDOH regulations.

• Track employee credentials, licenses, and annual health/education requirements; ensure timely renewals and compliance.

• Support payroll processing by collecting timesheets, verifying attendance, and assisting with corrections.

• Assist in developing staff schedules and communicating changes as directed by supervisors.

• Support employee engagement initiatives, recognition programs, and internal communications.

• Provide first-line support to staff regarding policies, procedures, and benefits inquiries, escalating as necessary.

• May require occasional evening/weekend availability for staff coverage or events.

• Frequent interaction with staff, residents, families, and regulatory agencies

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Human Resources, or related field preferred.

• Minimum 2 years’ experience in administrative or HR support role; healthcare or assisted living experience strongly preferred.

• Knowledge of New York State Department of Health (NYSDOH) Assisted Living regulations a plus.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.

• Strong organizational skills with the ability to prioritize and manage multiple tasks.

• Excellent written and verbal communication skills.

• Ability to maintain confidentiality and professionalism at all times.

Compassionate, resident-centered, and team-oriented approach.