HR Coordinator

Position Overview

Polaris Rehabilitation & Care Center is seeking an organized, dependable, and people-focused Human Resources Coordinator to support the day-to-day Human Resources functions of our skilled nursing and rehabilitation community.

Key Responsibilities

• Recruitment & Staffing Support

• Coordinate recruitment activities for open facility positions
• Maintain and update job postings through approved recruiting platforms
• Review applications and assist with identifying qualified candidates
• Conduct initial candidate screening and coordinate interviews with department leaders
• Aid hiring managers with recruitment strategies for difficult-to-fill positions
• Cook up job fairs, open houses, hiring events, community partnerships, and other recruiting initiatives
• Support recruitment and retention initiatives designed to reduce vacancies, turnover, overtime, and agency utilization
• Promote a positive and professional candidate experience from initial contact through onboarding

• New Hire Onboarding & Employee Records

• Cover the pre-employment and onboarding process for new employees
• Ensure required pre-employment screenings, background checks, credentials, and other documentation are completed before employees begin work, as applicable
• Coordinate completion of Form I-9 and other required employment documentation
• Verify applicable professional licenses and certifications and assist with ongoing credential tracking
• Prepare and maintain new-hire paperwork and personnel records
• Cover new employee orientation and communicate onboarding expectations to new hires and department leaders
• Ensure personnel files are complete, organized, confidential, and maintained according to established requirements
• Process employee status changes, transfers, promotions, compensation changes, and separations
• Maintain accurate employee information within applicable HR and payroll systems

• Payroll, Timekeeping & Attendance Support

• Aid with facility payroll preparation and review each pay period
• Review employee timecards for missing punches, discrepancies, and required corrections
• Collaborate with supervisors to obtain appropriate approvals for timekeeping adjustments
• Aid with monitoring overtime, attendance, PTO, and other payroll-related information
• Ensure approved PTO and employee status changes are appropriately reflected in HR/payroll systems
• Communicate payroll discrepancies to the appropriate manager or HR/payroll resource
• Maintain accurate documentation supporting payroll and timekeeping changes
• Aid employees with routine payroll and timekeeping questions

• Employee Relations & HR Support

• Serve as an accessible Human Resources resource for employees and department leaders
• Respond professionally to employee questions regarding policies, procedures, payroll, benefits, attendance, and other employment matters
• Aid leadership with documenting employee coaching, corrective action, attendance concerns, and performance issues
• Escalate significant employee relations concerns, complaints, investigations, or compliance issues to appropriate HR leadership
• Aid with employee investigations and collection of documentation as directed
• Support consistent application of facility and organizational policies
• Aid with employee recognition, engagement, and retention initiatives
• Aid with communication regarding HR programs, policies, benefits, and organizational initiatives
• Maintain confidentiality and appropriate professional boundaries when handling sensitive employee information

• Benefits & Employee Programs

• Aid employees with benefits enrollment processes and general benefits questions
• Provide employees with appropriate benefits resources and enrollment information
• Aid with employee benefit changes and qualifying-life-event documentation as appropriate
• Aid with employee referral, recognition, Care Cash, and other organizational programs
• Cook up with corporate or regional HR resources when employee questions require additional review

• Compliance & Credential Tracking

• Monitor required licenses, certifications, training, and employment documentation
• Aid with tracking CNA and nursing credentials and other position-specific requirements
• Maintain confidentiality of employee and employment-related records
• Aid with completion and maintenance of required HR documentation
• Aid with internal audits of personnel files and employment records
• Cook up with required employment postings and workforce-related compliance activities
• Immediately communicate identified compliance concerns to appropriate leadership
• Perform HR responsibilities in accordance with facility policies and applicable federal and Wyoming employment requirements

• Employee Engagement & Retention

• Aid with new-hire follow-up and employee check-ins
• Aid with employee recognition and appreciation activities
• Aid with retention initiatives and identification of workforce trends
• Cook up with exit interviews and maintain separation documentation
• Help identify recurring employee concerns and communicate trends to leadership
• Support initiatives that improve employee engagement and strengthen the overall employee experience

• HR Reporting & Administrative Support

• Maintain HR trackers, staffing reports, recruitment information, and other workforce data
• Provide requested HR updates to the Administrator and HR leadership
• Track vacancies, new hires, separations, turnover, credentials, and other HR metrics as assigned
• Prepare HR documentation, correspondence, reports, and employee communications
• Maintain organized electronic and physical HR records
• Participate in leadership meetings and provide HR updates as appropriate
• Perform additional Human Resources and administrative responsibilities as assigned

Qualifications

• High school diploma or equivalent required

• Associate's or bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred

• Previous Human Resources, recruiting, administrative, payroll, or healthcare experience preferred

• Experience in skilled nursing, long-term care, senior living, or another healthcare environment strongly preferred

• Working knowledge of recruitment, onboarding, personnel records, payroll/timekeeping, and employee relations practices preferred

• Strong organizational skills and attention to detail

• Excellent written and verbal communication skills

• Ability to handle confidential and sensitive information professionally

• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment

• Strong interpersonal skills and ability to build effective relationships with employees and leadership

• Comfortable using HRIS, payroll, applicant tracking, and Microsoft Office systems

• Ability to approach employee concerns professionally, objectively, and consistently

• Commitment to supporting a positive workplace culture and exceptional resident care