Human Resources Coordinator

Oregon Museum of Science & Industry; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

Oregon Museum of Science & Industry (OMSI) is seeking a Human Resources Coordinator to support HR administration, compliance, and employee engagement. You will help coordinate hiring, onboarding, and maintain HRIS data while upholding policies and regulations.

You will manage benefits-related tasks, assist with NEO events, and support the Rewards & Recognition program, ensuring excellent staff service and accurate records.

Qualifications

• Minimum of 2 years in an administrative/office setting or equivalent in HR, business, communications, or similar.
• Experience working with people of diverse backgrounds in professional environments.
• Experience using tracking systems or office tools.
• Proven time management and organizational skills.
• Track record of contributing to system and process improvements.

Responsibilities

• HR Administration: manage requisitions, postings, offers, onboarding with accurate HRIS data.
• Handle pre-employment requirements: background checks, drug testing, and MVR checks.
• Coordinate quarterly random drug testing with external partners.
• Maintain HRIS records: changes, compensation adjustments, Open Enrollment details.
• Ensure compliance with Federal, State, and City employment laws and internal policies.
• Collaborate with Finance to maintain confidential HR records and service delivery.
• Budget support: reconcile P&C expenses, healthcare billing, unemployment bills, and ad budgets.
• Support New Employee Orientation monthly and assist with seasonal hiring.
• Support Rewards & Recognition initiatives and staff inquiries via HRIS.

Skills

HR Administration

Compliance

Employee Engagement

Onboarding

Customer Service

Tools

HRIS system

Job description

The Oregon Museum of Science & Industry (OMSI) is seeking a Human Resources Coordinator who supports human resources administration, compliance, employee engagement, and retention activities for the organization. This role is responsible for coordinating, hiring, and onboarding processes, maintaining HR data systems and personnel records, assisting with benefits administration, and ensuring compliance with employment laws and internal policies. The HR Coordinator also plays a key role in employee engagement efforts, event planning, and delivering exceptional customer service to staff.

HR Administration:

• Facilitates hiring processes, including requisitions, job postings, offer letters, and onboarding with accurate data entry in the HRIS system.
• Coordinates and processes pre-employment requirements and paperwork, including criminal background checks, drug testing, and Motor Vehicle Record (MVR) checks.
• Coordinates quarterly random drug testing in partnership with external consultants.

Data Systems &Records Maintenance:

• Maintains and updates HRIS with employment changes, annual compensation adjustments, and annual Open Enrollment plan details.
• Troubleshoots HRIS issues as necessary.
• Creates and maintains accurate active and inactive personnel files including new hire documentation, benefit enrollment information, unemployment claims, and other HR-related activities and reports.

HR Compliance:

• Maintains current knowledge of and ensures full compliance with Federal, State, and City employment law and regulations;
• Assists Human Resources Manager in administering and tracking FMLA/OFLA, disability leave, ADA accommodations, worker's compensation, and other leaves of absence;
• Collaborates with Finance to maintain accurate, confidential records and ensure timely and consistent HR service delivery to the organization.

Budget Support:

• Reconciles credit cards for People & Culture team;
• Processes monthly healthcare billing, drug test invoices, and general billing;
• Prepares unemployment bill;
• Tracks monthly advertising budget.

Engagement & Retention:

• Facilitates and continuously improves the New Employee Orientation (NEO) for all paid staff on a monthly basis and supports seasonal hiring;
• Participates in Rewards & Recognition Committee to strengthen employee experience;
• Provides exceptional customer service to paid staff through HRIS system support and answering staff inquiries.

REQUIREMENTS:

• Minimum of 2 years in an administrative/office setting or equivalent combination of experience and education in an industry related to Human Resources, Business, Communications, or similar.
  • Demonstrated experience working effectively with people of diverse backgrounds and talents in professional work environments.
  • Examples of effective utilization of tracking systems or tools in an office environment.
  • Examples of effective time management and organization in an office environment.
  • Track record of establishing or contributing to system and processes improvements.