Administrative Support Staff

About the role

The HR Operations Coordinator supports the day-to-day operations of the Human Resources department and agency-wide compliance initiatives. This role serves as a key resource for maintaining compliance with agency policies, regulatory requirements, and safety standards while supporting the mission of UCP of Eastern Connecticut.

Responsibilities

• Coordinate recruitment activities including job postings, applicant tracking, interview scheduling, and candidate communications.
• Facilitate pre-employment processes including background checks, onboarding documentation, and new hire orientation.
• Aid in maintaining employee personnel files, HRIS records, and confidential employee information.
• Support employee communications, engagement initiatives, and HR projects.
• Aid in implementing agency policies and procedures.
• Coordinate employee onboarding, orientation, and annual training requirements.
• Maintain training records and monitor compliance with agency, DDS, state, federal, and regulatory requirements.
• Track employee licenses, certifications, credentials, and required recertifications.
• Provide administrative support for the agency's medication administration certification program, including recordkeeping, scheduling, tracking certifications, and coordinating with nursing staff.
• Aid in audits, accreditation reviews, corrective actions, and compliance reporting.
• Aid in developing, implementing, and maintaining agency policies and procedures.
• Coordinate agency safety initiatives and workplace safety programs.
• Facilitate Safety Committee meetings, maintain documentation, distribute reports, and track follow-up actions.
• Conduct and document safety inspections, drills, and required safety activities.
• Care for workplace injury reporting, workers' compensation administration, and incident investigations.
• Maintain OSHA logs, required postings, and safety-related documentation.
• Support emergency preparedness activities and maintain the agency's Continuity of Operations Plan (COOP).
• Support agency HIPAA compliance activities and maintain required compliance documentation.
• Aid in investigations, documentation, and reporting of compliance concerns, incidents, and breaches.
• Aid in regulatory reporting, documentation, and compliance follow-up activities.
• Care for agency mail distribution, package receipt, and administrative correspondence.
• Care for facility maintenance requests, repairs, vendor services, and related claims.
• Care for agency vehicle maintenance, repairs, inspections, registrations, and insurance claims.
• Aid in agency technology inventory and vendor coordination.
• Support invoice processing, financial recordkeeping, QuickBooks data entry, and grant documentation.
• Provide general administrative support including scheduling, recordkeeping, and office coordination.
• Perform other duties and special projects as assigned.

Qualifications

• Education: Associate's degree in Human Resources, Business Administration, Education, Healthcare Administration, Public Administration, or a related field preferred; Bachelor's degree preferred.
• Experience: Minimum of 2 years of experience in human resources, office administration, training coordination, compliance administration, or related support functions, preferably in a nonprofit, healthcare, human services, or disability services environment.
• Technical Skills: Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace. Capability to learn and effectively operate accounting software (e.g., QuickBooks) and HR software (e.g., ADP, Employee Navigator, etc.).
• Knowledge: Basic understanding of human resources practices, training administration, workplace safety, and regulatory compliance. Familiarity with HIPAA, OSHA, DDS, workers' compensation, or nonprofit compliance requirements is a plus.
• Physical Demands: Ability to sit for extended periods and work at a computer. Occasionally required to lift and carry files and documents.
• Working Conditions: This position takes place in an office environment which is well-lit and climate-controlled. May require occasional travel for training or meetings.