Human Resources Coordinator

Ocean View Psychiatric Hospital; Long Beach (CA); On-site; USD 52,000 - 65,000; Full time

Job summary

Ocean View Psychiatric Hospital seeks a meticulous Human Resources Coordinator to oversee daily HR operations and ensure compliant processes across the employee lifecycle.

You will conduct new hire orientation, maintain personnel files, generate HR reports, and support HRIS implementation and workflow automations while maintaining strict confidentiality and delivering excellent service to employees and applicants.

Qualifications

• Bachelor's degree not required but preferred in HR or related field.
• Experience handling confidential information and sensitive documents.
• Proven ability to manage multiple tasks with accuracy and discretion.
• Proficiency with HRIS and MS Office applications.
• Strong communication and interpersonal skills.

Responsibilities

• Coordinate new hire orientation and onboarding activities.
• Maintain employee records in physical and electronic formats with accuracy and compliance.
• Generate routine HR reports and assist with HRIS administration and testing.
• Support recruitment, benefits administration, and payroll processing activities.
• Prepare HR communications, recognition materials, and onboarding packets.
• Assist with compliance initiatives and employee relations under supervision.

Skills

Organizational skills

Communication

Confidentiality

Time management

Education

Associate's degree in HR or related field

Tools

HRIS

Microsoft Office

Onboarding software

Job description

Position Overview

The Human Resources Coordinator coordinates the daily administrative operations of the Human Resources Department and helps ensure efficient, accurate, and compliant HR processes throughout the employee lifecycle. This position is responsible for conducting New Hire Orientation, coordinating onboarding activities, maintaining physical and electronic personnel files, preparing employee communications and recognition materials, generating routine HR reports, and supporting Human Resources Information System (HRIS) administration, including system implementation, reporting, testing, workflow automations, and process improvements. The Human Resources Coordinator also assists with recruitment, benefits administration, payroll processing, compliance initiatives, hiring events, event planning, and special projects while maintaining the highest level of confidentiality and providing exceptional customer service to employees and applicants.

Essential Duties and Responsibilities

• Conduct New Hire Orientation and coordinate the onboarding process for all newly hired employees.
• Prepare, process, and maintain new hire, transfer, promotion, compensation change, leave of absence, and separation documentation.
• Maintain accurate and complete employee personnel files in both physical and electronic formats, ensuring compliance with record retention requirements.
• Scan, upload, organize, and maintain employee records within the Human Resources Information System (HRIS).
• Conduct routine audits of personnel files, HR records, and employee documentation to ensure accuracy, completeness, and compliance.
• Support HRIS administration by maintaining employee data, testing new features, generating reports, troubleshooting system issues, and assisting with system implementation and workflow automations.
• Assist with the development and maintenance of electronic forms, workflows, and HR automations to improve efficiency and streamline department processes.
• Generate and distribute routine HR reports, including employee birthdays, work anniversaries, headcount, turnover, and other workforce metrics.
• Design and distribute employee communications, recognition materials, flyers, announcements, newsletters, and other Human Resources publications.
• Coordinate recruitment activities, including posting job openings, scheduling interviews, preparing interview materials, communicating with applicants, and supporting hiring managers throughout the hiring process.
• Coordinate hiring events, career fairs, open interview events, and other recruitment initiatives.
• Prepare offer letters, onboarding packets, employment agreements, and other Human Resources correspondence.
• Assist with benefits administration, including enrollment documentation, qualifying life events, employee communications, and maintenance of benefits records.
• Assist with payroll processing by preparing personnel action forms, processing employee status changes, auditing payroll-related documentation, and ensuring timely submission of required information.
• Monitor employee licenses, certifications, annual acknowledgments, required trainings, and other compliance-related requirements.
• Coordinate employment verification requests and personnel file requests in accordance with company policy.
• Assist with Human Resources compliance initiatives, internal audits, accreditation surveys, and regulatory recordkeeping requirements.
• Coordinate employee engagement activities, recognition programs, appreciation events, wellness initiatives, and other company-sponsored events.
• Maintain and update Human Resources forms, templates, policies, standard operating procedures, and departmental resources.
• Prepare reports, presentations, spreadsheets, and other administrative documents for the Human Resources Department.
• Assist with department projects, process improvement initiatives, HRIS enhancements, and implementation of new Human Resources programs.
• Respond to employee and applicant inquiries regarding Human Resources policies, procedures, benefits, and general employment matters, referring complex issues to the appropriate Human Resources team member.
• Provide administrative support to the Human Resources Director, Human Resources Generalist, and Employee Relations Specialist as needed.
• Maintain strict confidentiality of employee, applicant, and organizational information.
• Perform other duties and special projects as assigned.

Qualifications

• Associate's degree in Human Resources, Business Administration, or a related field preferred; equivalent combination of education and experience may be considered.
• Minimum of 1 year of administrative experience.
• Experience working with Human Resources Information Systems (HRIS).
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal, written, and interpersonal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to prioritize multiple assignments, meet deadlines, and adapt to changing priorities.
• Ability to analyze information, solve problems, and recommend process improvements.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Excellent customer service and interpersonal skills.

Preferred Qualifications

• Human Resources experience. Knowledge of Human Resources principles, practices, and administrative procedures.
• Rippling HRIS experience.
• Knowledge of California employment laws and Human Resources best practices.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent walking throughout the facility.
• Frequent use of standard office equipment, including computers, telephones, printers, and scanners.
• Ability to occasionally lift and carry files, office supplies, and materials weighing up to 25 pounds.
• Ability to bend, reach, stoop, and retrieve documents from filing systems.

Special Conditions

• Employment is contingent upon successful completion of Live Scan fingerprinting, background check clearance, and verification of required licenses, certifications, and education.