Human Resources Coordinator

About the role

The Human Resources Coordinator provides administrative and operational support to the Director of People & Values in delivering human resources services across Depaul USA, Thrift LLC, and Immaculate Cleaning Services. This position supports key HR functions throughout the employee lifecycle, including recruitment, onboarding, HRIS administration, payroll and timekeeping support, employee records management, benefits support, and compliance activities.

Responsibilities

• Coordinate day-to-day HR operations and provide administrative support throughout the employee lifecycle, including recruitment, onboarding, personnel changes, and separation activities.
• Maintain accurate and confidential employee records, personnel files, HR documentation, and employee data within Paychex and other HR systems, ensuring data integrity, compliance with organizational policies, and adherence to applicable record retention requirements.
• Serve as a resource for employees and supervisors by responding to routine HR questions and providing guidance on established HR processes and procedures.
• Compile and maintain routine HR reports, metrics, correspondence, and documentation to support departmental operations and decision-making.
• Carefully coordinate recruitment activities, including job postings, applicant communication, interview scheduling, and candidate tracking.
• Carefully coordinate preemployment and onboarding activities, including employment verification, Form I9 completion, required employment documentation, system access, orientation, and required training.
• Carefully coordinate employee offboarding activities, including separation documentation, system access notifications, and exit processes.
• Support a positive employee experience through timely communication and assistance during the onboarding and offboarding process.
• Support the biweekly payroll process by reviewing timekeeping records, identifying discrepancies, coordinating corrections with supervisors, and maintaining payroll-related documentation.
• Process approved employee updates within Paychex, including employment status changes, deductions, and other payroll-related information.
• Provide support to employees and supervisors regarding Paychex timekeeping, payroll processes, and routine troubleshooting.
• Aid in benefits administration, including employee enrollments, qualifying life event changes, benefits documentation, and routine employee inquiries.
• Maintain leave records and provide administrative support for PTO, FMLA, and other leave programs, referring complex matters to the Director of People & Values.
• Support employee engagement activities, recognition programs, and organizational communications.
• Aid in maintaining HR forms, templates, resources, and departmental documentation.
• Maintain confidentiality regarding employee records, compensation information, and sensitive personnel matters.
• Provide administrative support for organizational trainings, meetings, and special projects.

Qualifications

• Strong administrative and organizational skills with the ability to support a variety of human resources functions in a professional and confidential manner.
• Detail-oriented, customer service-focused, and able to manage multiple priorities while maintaining accuracy and discretion.
• Associate degree in Human Resources, Business Administration, or a related field preferred; equivalent combination of education and experience may be considered.
• One to three years of administrative, human resources, payroll, or office experience preferred.
• Experience with HRIS and payroll systems, preferably Paychex, is preferred; ability to learn new systems is required.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong organizational, time management, and communication skills with the ability to prioritize multiple assignments, maintain confidentiality, and provide excellent customer service.
• Demonstrated attention to detail, professionalism, integrity, and the ability to work independently while collaborating effectively with employees, supervisors, and leadership.
• Commitment to Depaul USA's mission and Vincentian values.