Human Resources Coordinator

Bibliotheca; Lake Elmo (MN); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

Bibliotheca is seeking an entry-level HR Coordinator to provide administrative and operational support across core HR functions. The role supports recruiting coordination, onboarding and offboarding, HRIS updates, payroll and benefits administration, HR reporting, and employee communications.

Reporting to the Sr. HR Business Partner, you will help ensure compliant, employee-focused HR processes while escalating complex matters as appropriate.

Qualifications

• Bachelor’s degree in human resources, Business Administration, or related field preferred.
• 0–2 years of HR admin, recruiting coordination, payroll support, customer service, or office administration experience preferred.
• Interest in building a career in Human Resources and learning core HR processes across the employee lifecycle.
• Experience with HRIS systems such as ADP Workforce Now or similar platforms is helpful.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Customer-service mindset when supporting employees, managers, candidates, and external partners.
• Ability to manage multiple priorities, meet deadlines, and follow through on administrative details.
• Comfort learning HR systems, reporting tools, and Microsoft Office applications, including Excel.
• Collaborative and approachable working style with a willingness to learn and support continuous improvement.

Responsibilities

• Post approved job openings on internal and external job boards.
• Coordinate interview scheduling between candidates, hiring managers, and HR.
• Support candidate communication, recruitment tracking, and interview logistics.
• Assist with preparing offer letters, onboarding documents, and other recruitment materials under HR guidance.
• Coordinate new hire documentation, orientation scheduling, system setup requests, and onboarding follow-up.
• Ensure completion of required employment forms and compliance documentation.
• Assist with employee offboarding tasks, exit documentation, and communication coordination.
• Serve as an initial point of contact for routine employee HR questions and direct employees to appropriate resources.
• Provide basic guidance on HR policies, procedures, benefits, and employee programs.
• Escalate complex employee relations, policy, legal, or sensitive matters to the Sr. HR Business Partner.
• Maintain accurate and confidential employee files, HR documentation, and HRIS records.
• Support payroll administration by helping maintain accurate employee data and coordinating routine updates with HR, Finance, and payroll providers as needed.
• Assist with processing multi-state payroll and Canadian payroll by reviewing employee data, supporting payroll changes, and coordinating with HR, Finance, and payroll providers to help ensure timely and accurate payroll administration.
• Assist with benefits administration, enrollment support, and employee communications.
• Support HR initiatives such as employee engagement programs, training coordination, performance review administration, and wellness activities.
• Assist with HR reports related to headcount, recruitment, onboarding, absence, and other workforce information.
• Help maintain data accuracy and support audits, documentation reviews, and compliance-related requests.
• Identify opportunities to improve administrative processes, employee experience, and HR data quality.

Job description

Company Description:

At Bibliotheca, we help move libraries forward by reimagining what they can be for the communities they serve. Our solutions help libraries connect with their users, engage their communities, and evolve their offerings so they can become indispensable, equitable community hubs that inspire creativity, collaboration, and lifelong learning. As a global organization, we are committed to building a culture where employees feel valued, supported, and connected to a shared purpose.

Our work is guided by how we show up for one another, our customers, and the libraries we serve. We lead with integrity, show respect, communicate with purpose, protect what matters, and own our impact. We believe how we work is just as important as what we deliver, and every team member plays a role in creating a positive employee and customer experience.

Summary:

The HR Coordinator is an entry-level role that provides administrative, operational, and employee support across core Human Resources functions. Reporting directly to the Sr. HR Business Partner, this position supports recruiting coordination, onboarding and offboarding, HRIS and employee record maintenance, basic payroll and benefits administration, HR reporting, and employee communications. This role helps ensure HR processes are organized, compliant, and employee-focused while escalating complex matters to the Sr. HR Business Partner as appropriate.

Key Responsibilities

• Post approved job openings on internal and external job boards.
• Coordinate interview scheduling between candidates, hiring managers, and HR.
• Support candidate communication, recruitment tracking, and interview logistics.
• Assist with preparing offer letters, onboarding documents, and other recruitment materials under HR guidance.

Onboarding & Offboarding

• Coordinate new hire documentation, orientation scheduling, system setup requests, and onboarding follow-up.
• Ensure completion of required employment forms and compliance documentation.
• Assist with employee offboarding tasks, exit documentation, and communication coordination.

Employee Support & HR Administration

• Serve as an initial point of contact for routine employee HR questions and direct employees to appropriate resources.
• Provide basic guidance on HR policies, procedures, benefits, and employee programs.
• Escalate complex employee relations, policy, legal, or sensitive matters to the Sr. HR Business Partner.
• Maintain accurate and confidential employee files, HR documentation, and HRIS records.

Payroll, Benefits & HR Programs

• Support payroll administration by helping maintain accurate employee data and coordinating routine updates with HR, Finance, and payroll providers as needed.
• Assist with processing multi-state payroll and Canadian payroll by reviewing employee data, supporting payroll changes, and coordinating with HR, Finance, and payroll providers to help ensure timely and accurate payroll administration.
• Assist with benefits administration, enrollment support, and employee communications.
• Support HR initiatives such as employee engagement programs, training coordination, performance review administration, and wellness activities.

HR Reporting, Compliance & Continuous Improvement

• Assist with HR reports related to headcount, recruitment, onboarding, absence, and other workforce information.
• Help maintain data accuracy and support audits, documentation reviews, and compliance-related requests.
• Identify opportunities to improve administrative processes, employee experience, and HR data quality.

Required Qualifications

• Bachelor’s degree in human resources, Business Administration, or a related field preferred; equivalent education or administrative experience may be considered.
• 0–2 years of experience in HR administration, recruiting coordination, payroll support, customer service, or office administration preferred.
• Interest in building a career in Human Resources and learning core HR processes across the employee lifecycle.
• Experience with HRIS systems, ADP Workforce Now, or similar platforms is helpful.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Customer-service mindset when supporting employees, managers, candidates, and external partners.
• Ability to manage multiple priorities, meet deadlines, and follow through on administrative details.
• Comfort learning HR systems, reporting tools, and Microsoft Office applications, including Excel.
• Collaborative and approachable working style with a willingness to learn and support continuous improvement.

Working Conditions

• Work is primarily performed in an office environment with standard office equipment and technology.
• Hybrid work schedule with required in-office presence on Tuesday, Wednesday, and Thursday, and remote work flexibility on the other days.
• Regular communication via meetings, email, and internal systems.