Office/HR Coordinator

Kathyirelandrecoverycenters; Mishawaka, Northern (IN, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Paid Time Off

Professional Development Support

Job summary

Kathy Ireland Recovery Centers is seeking an on-site HR / Office Coordinator in Mishawaka, IN. You will serve as the operational hub, handling front-desk tasks and supporting HR functions to ensure smooth daily operations and an exceptional patient and staff experience.

Responsibilities include onboarding, maintaining compliance with pre-employment requirements, HRIS file management, and coordinating communications. HIPAA-aware, customer-focused professionals are encouraged to apply.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative/coordination experience; healthcare preferred.
• Excellent communication and customer service.
• Proficiency with Microsoft Office Suite.
• CPR/First Aid certification or ability to obtain within 30 days.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with HIPAA and healthcare regulatory standards.

Responsibilities

• Office Coordination: greet visitors, maintain a welcoming environment, coordinate rooms and logistics, manage supplies and vendors, support internal communications and reporting, enhance patient and employee retention.
• HR Coordination: onboarding logistics and Day 1 experience, verify pre-employment requirements (background checks, drug screens, I-9), maintain compliant personnel files in HRIS, prepare orientation materials, manage system access, track trainings and licensures, support Joint Commission readiness, assist HR with inquiries and align processes with Corporate HR.

Skills

Organizational skills

Communication & customer service

Confidentiality & privacy

Microsoft Office proficiency

HIPAA awareness

CPR/First Aid readiness

Fast-paced adaptability

Education

High school diploma or equivalent

Associate/Bachelor in Business or related field

Tools

Microsoft Office Suite

BambooHR

ADP

Job description

Office/HR Coordinator

Position Profile

Job Title: HR / Office Coordinator
Department: Operations / Human Resources
Reports To: Program Manager / Corporate HR
FLSA Status: Non-Exempt
Position Type: Full-Time
Location: Mishawaka, IN (On-site)

General Description

The HR / Office Coordinator serves as the operational hub of the facility—managing front-office flow while supporting critical HR functions. As the first point of contact, this role directly shapes the patient and employee experience.

This position ensures that daily operations run efficiently, onboarding is executed with precision, and all processes align with company standards, regulatory requirements, and Joint Commission expectations.

Essential Duties & Responsibilities

Office Coordination

• Serve as the first point of contact, creating a professional, trauma-informed, and welcoming environment
• Coordinate conference rooms, meetings, and facility logistics
• Manage office supplies, equipment, and vendor relationships
• Support internal communications, reporting, and team updates
• Drive service excellence and contribute to patient and employee retention

HR Coordination

• Coordinate onboarding logistics and ensure a seamless Day 1 experience
• Track and verify completion of all pre-employment requirements (background checks, drug screens, I-9, etc.)
• Maintain accurate and compliant personnel files within HRIS systems
• Prepare orientation materials and coordinate system access
• Track required trainings, certifications, and licensure renewals
• Support Joint Commission readiness and documentation compliance
• Serve as a first point of contact for HR-related questions and escalate as appropriate
• Partner closely with Corporate HR to ensure alignment and execution of processes

Qualifications

Minimum Qualifications

• High school diploma or equivalent
• 2+ years of administrative, front desk, or coordination experience (healthcare strongly preferred)
• Strong organizational and multitasking ability in a fast-paced environment
• Excellent communication and customer service skills
• Ability to maintain confidentiality and handle sensitive information
• Proficiency in Microsoft Office Suite
• CPR/First Aid certification (or ability to obtain within 30 days)

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration or related field
• Experience supporting HR functions (onboarding, personnel files, compliance)
• Familiarity with HRIS systems (e.g., BambooHR, ADP)
• Knowledge of HIPAA and healthcare regulatory standards

Key Competencies

• Customer Service & Patient Experience
• Organization & Attention to Detail
• Communication & Professional Judgment
• Time Management & Prioritization
• Problem Solving & Adaptability
• Accountability & Ownership
• Team Collaboration

Work Environment

• On-site role within a behavioral health treatment facility
• High interaction with patients, families, and staff
• Fast-paced, dynamic environment requiring flexibility
• Occasional evenings or weekends as needed

Employee Benefits

• Medical, Dental, and Vision Insurance
• Generous Paid Time Off (PTO) and Holidays
• Professional Development Support

Equal Employment Opportunity & Reasonable Accommodations

The organization provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

The organization provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable laws. If you require accommodation to perform the essential functions of this position, please notify your supervisor or Human Resources. Requests will be evaluated on a case-by-case basis to ensure equal employment opportunities.

ARS also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws.