Human Resource Administration Coordinator

Promenade Senior Living; City of Middletown, New York (NY, NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Promenade Senior Living seeks an Administrative professional to support the Executive Director and management team in daily operations. You will answer calls, cover front desk, prepare documents, and maintain HIPAA-compliant records while ensuring confidentiality.

The role includes HR duties such as recruitment, onboarding, and payroll support, with occasional evening/weekend coverage and frequent interaction with staff, residents, families, and regulators.

Qualifications

• High School Diploma or GED required.
• Associate’s or Bachelor’s degree preferred in business, HR, or related field.
• Minimum 2 years’ administrative or HR support experience; healthcare/assisted living preferred.
• Knowledge of NYSDOH regulations a plus.
• Proficient with MS Office; strong organization and communication skills.
• 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 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.
• 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

Skills

Organization

Communication skills

Confidentiality

Education

High School Diploma or GED

Associate's or Bachelor's degree in Business Administration, Human Resources, or related field

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.