HR Coordinator - Recruitment & Onboarding

About the role

The HR Coordinator will play a vital role in supporting the administrative and operational functions of the Human Resources Department. This role is responsible for coordinating recruitment activities, supporting new hire onboarding, and assisting with various HR programs, processes, and administration. The HR Coordinator serves as a key point of contact for candidates and new employees, delivering a positive experience through timely communication, guidance, and exceptional customer service. This is a full-time, non-exempt, onsite position.

The successful candidate will guide candidates and new hires through the recruitment and onboarding process, serving as a friendly, knowledgeable, and trusted point of contact. This role represents and advocates for employees throughout the hiring and onboarding journey, ensuring they feel informed, supported, and valued. The HR Coordinator will proactively answer questions, address concerns, and connect employees with appropriate resources or subject matter experts to ensure accurate and timely information. By fostering clear communication, building strong relationships, and providing exceptional customer service, the HR Coordinator will champion the organization’s culture and set the foundation for a positive employee experience.

Responsibilities

• Onboarding
  • Welcome new hires and coordinate and manage biweekly new hire onboarding and orientation sessions, ensuring a seamless onboarding experience.
  • Develop and maintain onboarding calendar, orientation materials, and training documents.
  • Communicate orientation schedules and onboarding details to new hires via email.
  • Partner with HR, IT, department leaders, and training presenters to schedule training sessions and meetings.
  • Set up training room, including computers, projector, new hire materials, and refreshments.
  • Launch PowerPoint training presentations for training.
  • Facilitate the completion of required paperwork, sign policies, and compliance documents into HR Employee SharePoint files.
• Recruitment
  • Manage job postings, candidate applications, and recruitment workflows within the Applicant Tracking System (ATS) to support efficient hiring processes.
  • Administer the ATS by setting up hiring manager and department manager access, maintaining system functionality, and providing user training and support.
  • Support the organization's recruitment process by conducting initial screening and reference checks.
  • Partner with hiring managers to move candidates through each stage of the recruitment process and ensure timely updates within the ATS.
  • Coordinate and schedule candidate interviews through phone, text, and email communications using the ATS, while documenting all candidate interactions and follow-up activities.
  • Assist applicants and new hires by providing timely communication and support throughout the application and pre-employment process.
  • Ensure candidates complete the pre-hire application before interviews.
  • Monitor and track candidate activity within the ATS, maintain accurate applicant records, and ensure recruitment data integrity.
  • Prepare interview packets for hiring managers in preparation for interviews.
  • Coordinate the pre-employment background check process for final selected candidates.
  • Assist with tracking and pulling recruitment metrics from the ATS system.
• Human Resources Coordination
  • Conduct background checks for candidates, current employees, and volunteers.
  • Provide backup support for payroll processing and final pay administration for exiting employees.
  • Provide backup support for tracking and maintaining employee training records.
  • Generate and prepare HR reports from the HRIS system and data to support HR projects and initiatives.
  • Assist in implementation and administration of HR policies, procedures, and best practices to ensure organizational compliance and consistency.
  • Provide administrative support for leave of absence (LOA) and workers' compensation claims.
  • Serve as a backup to HR team members, providing support across various HR functions as needed.
  • Perform other HR and administrative duties as assigned.

Requirements

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Minimum of 2 years of experience in an HR role or similar position.
• Experience supporting recruitment, onboarding, and HR administrative functions.
• Experience coordinating recruitment activities, including posting job openings, applicant screening, scheduling interviews, communicating with candidates, conducting references, and coordinating pre-employment processes.
• Experience coordinating employee onboarding activities, including facilitating orientation, new hire documentation, and ensuring timely completion of onboarding tasks.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential information.
• Excellent interpersonal, verbal, and written communication skills, with the ability to build positive working relationships across all levels of the organization.
• Proficiency in HRIS systems and Microsoft Office Suite.
• High level of integrity and professionalism with confidential information.
• Commitment to fostering an inclusive workplace.
• Familiarity with unique HR challenges and opportunities.
• Knowledge of federal, state, and local employment laws and payroll-related HR practices.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Ability to sit for up to 8 hours at a time; ability to bend, straighten, and travel reasonable distances.
• Regularly required to use hands, fingers, and arms to handle, feel, and reach.
• Frequently required to sit and occasionally required to stand, talk, stoop, kneel, and crouch.
• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required include close vision, depth perception, and ability to adjust focus.
• The noise level is usually moderate.

Benefits

• 100% employer-paid health insurance for employees, with dependent coverage options available.
• Employer-paid life and disability insurance.
• 401(k) with a dollar-for-dollar match up to 4% (eligible after 60 days).
• TriMet pass or parking reimbursement.
• Generous paid time off: 10 paid holidays plus over 5 weeks of PTO (increased after 5 years).
• Employee Assistance Program (EAP) for mental health, financial, and personal support.
• Flexible Spending Account (FSA) for healthcare and dependent care expenses.
• Meal provided during on-site every shift.

Pay

Salary Range: $27-$30/hourly

Schedule

Monday through Friday
8:30 am - 5:00 pm

About Maybelle Center

Belonging is a basic human need. However, many of us face barriers that keep us from experiencing deep connection with others. Maybelle Center partners with neighbors in downtown Portland to build connection and a sense of belonging through affordable housing and inclusive social events and activities so more of us can experience a healthy, connected life and contribute to a thriving Portland. You can find out how we build belonging on our website: www.maybellecenter.org.

The talented and devoted individuals who work at Maybelle Center bring a passion and commitment to our community every single day - in a sometimes challenging, but always rewarding, environment. We are guided by our core values:

1. Every person has innate value and is important;
2. It is a fundamental need to be socially connected with other humans;
3. We all have something to offer and places where we can learn and grow - we are continually learning together.

A Note to Potential Candidates: Studies have shown that women, trans, non-binary, BIPOC, and other candidates from most-impacted communities are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that is welcome. We would strongly encourage you to apply, even if you feel you do not meet every one of the qualifications described.

Requires passing a pre-employment background check.