HR Operations Coordinator
Position Summary
HR Operations Coordinator is responsible for providing project coordination and management of a cost-effective Human Resource Management System while concurrently facilitating efficient operations of current and future business needs within the HR department. This position serves as a technical point of contact and assists with ensuring data integrity, testing system changes, report writing, and analyzing data flows for process improvement opportunities.
This position administers employee health, welfare, and retirement plans for Pinecrest employees and acts as a liaison between employees, benefit brokers, and insurance providers to resolve benefits-related problems. It recommends changes and ensures effective plan utilization and positive employee relations. This exempt, full-time position, 40 hours a week, 52 weeks a year, offers a competitive salary and benefits.
HR Operations Coordinator should meet the following qualifications:
- Minimum Associate's degree in Business or Human Resources
- Minimum three years of HRIS, benefit administration, and specialized payroll and two years of administrative experience
- Paylocity experience a plus
- Experience with the functionality of the education environment preferred
- Excellent teamwork capabilities, organization, and communication skills - written and verbal
- Sound character with a firm and kind manner who desires to lead and serve school employees
- Working knowledge of HRIS software application/products and Systems implementation and Microsoft Office experience
- Maintains high levels of confidentiality and demonstrates flexibility and ability to adapt to change quickly
- Works independently and performs duties with little direction, as well as the ability to work collaboratively in a team
- Maintains professional relationships with employees, volunteers, and vendors
Responsibilities:
The specific responsibilities of the position include, but are not limited to, the following:
- Foster and maintain positive relationships with HRIS constituents, including senior management and the HRIS customer base. Serve as an interface between internal/external customers and the functional team members to ensure the effective definition of and delivery of HRIS applications
- Promote proactive approaches using the HRIS to solve business needs/problems while also enhancing the understanding and acceptance of the HRIS capabilities
- Maintain awareness of vendor plans and the potential impact of those plans on current and future HRIS functionality
- Coordinate training programs for: employee safety, hiring, and terminations
- Develop user procedures, guidelines, and documentation and train new system users
- Write, maintain, and support a variety of reports to assist management in budgeting and staffing needs
- Recommend process/customer service improvements, solutions, policy changes/variations for implementation once approved by appropriate leadership
- Act as a resource to management, payroll, and employees to ensure understanding and compliance with benefits and HR policies and regulations. Keep management advised of potential problem areas and recommend/implement solutions as appropriate
- Assist VP Finance in audit reporting
- Use HRIS for the recruiting process, allowing all supervisors access to manage their applicants
- Post open jobs in HRIS and job board and coordinate the hiring process with managers
- Create required documentation regarding offers for new employees and manage their onboarding
- Conduct new employee orientations to ensure understanding of benefit plans and enrollment provisions so individuals can make informed benefit decisions and explain the self-enrollment system
- Complete separation paperwork and collect school property
- Conduct exit interviews with employee supervisors and assist the VP of Finance and HOS with grievances and employee relations issues
- Administer various employee benefits programs, such as group health, health saving accounts, dental and vision, accident and disability, life insurance, 401(k), and wellness benefits
- Manage annual open enrollment period. Responsible for the distribution of summary materials, required notices, and changes to employees. Arrange on-site representation by providers. Process changes within deadlines and coordinate changes in the payroll system
- Process and review billings from insurance carriers for accuracy, codes, and payments
- Coordinate and assist with the ACA benefits reporting requirements
- Administer Leave of Absence, Disability, and Workers’ Compensation claims with third-party administrators and follow up on claims
- Maintain employee benefits filing systems and ensure changes are entered appropriately in the payroll system for payroll deductions
- Assist VP Finance in obtaining information on the renewal process of any health, life, and retirement plans that benefit the company
- Enters new hires and termination in HRIS systems
- Manage Performance Review process in HRIS systems
- Create annual salary letters for faculty and staff and input data into the HRIS system
- Create annual stipend letters for all academic and athletic stipends and input into HRIS systems
- Analyzes and prepares payroll data including time off and any overtime pay. Ensures compliance with all applicable state and federal wage and hour laws
- Prepares/provides weekly, monthly, quarterly, and year-end reports (gross payroll, hours worked, vacation accrual, tax and benefits deductions) for management
- Assist Payroll Assistant and review bi-weekly payroll processing
