Human Resources Coordinator

About the role

This role supports day-to-day HR operations for California, Florida, and remote locations, advancing the Human Resources function in support of the Los Angeles Film School and its employees.

Responsibilities

• Timely administration of the recruitment process, including job postings, approval-to-hire (ATH) tracking, oversight and management of the applicant tracking system (ATS), candidate background screening, and effective communication with all parties; candidates, hiring managers and the HR team.
  • Train hiring managers on the electronic ATS.
  • Reviews job postings for ADA completeness, appropriateness and accuracy and partners with hiring managers to update job descriptions as needed before posting.
  • Partner with hiring managers and department heads to provide candidate updates and address concerns throughout the recruitment process.
  • Maintain tracking reports and monitor each candidate’s status throughout the hiring process.
  • Prepare and process offer letters for all positions below the Vice President level.
  • Coverage of offer letters for Vice President-level positions and above.
  • Reviews background screening results and escalates any report containing potentially disqualifying information to HR Leadership for review.
  • Escalates issues that may impact timely or accurate completion of recruitment activities or compliance with HR procedures to HR Leadership.
  • Proactively communicates issues, escalates concerns when appropriate, and identifies opportunities to improve HR processes.
• Manage the onboarding process, including the timely completion of all required forms and documentation, and escalate candidate documentation issues to hiring managers as appropriate.
  • Keep HR leadership and hiring managers informed on the status of each candidate’s onboarding progress.
  • Coordinate and facilitate new hire orientation, including system access, identification badges, required training, and new hire documentation.
  • Verify employment eligibility and complete I-9 verification through E-Verify within 3 days of the hire date.
• Compliance & Employment Administration Process employment verification (VOE) requests.
  • Respond to unemployment claims and coordinate with state agencies as appropriate.
  • Maintain employment compliance documentation in accordance with company policy.
• Employee Records Management Maintain and update employee personnel files, related to the overall responsibilities of the position and HR systems with accuracy and confidentiality.
  • Process employee status changes (e.g., address updates, direct deposit, tax elections, terminations, etc.).
  • Respond to general HRIS inquiries, such as password resets or profile updates.
  • Monitor all payroll related documents and file into the employees personnel file.
• Employee Education Management Administer the full process for employee education assistance programs participation and interest.
  • Process MACH forms and ensure all documentation is recorded in the employee’s personnel file.
  • Communicate with managers to confirm and approve employee participation requests.
  • Prepare and administer education assistance agreements per policy, coordinating directly with participating employees.
  • Meet with employees to review education assistance agreements, eligibility criteria, and program expectations.
  • Ensure employee meets with Finance regarding tax consequences of a Full Sail Master’s degree.
  • Finalize the approval process and coordinate with the Financial Aid department to ensure accurate setup and processing.
  • Implements approved process improvements related to employee education programs.
• Terminations & Exit Interviews Coordinate final pay processing, for voluntary and involuntary terminations, in collaboration with Payroll and the HR team.
  • Coordinates involuntary termination documentation to ensure all required approvals and supporting documentation have been received prior to processing.
  • Conduct exit interviews for voluntary separations to gather feedback and support continuous improvement.
  • Ensure all termination documentation is completed accurately and filed appropriately.
  • Capture the collection and return of company-issued equipment (e.g., laptops, access cards).
  • Process employee terminations in the HRIS and IMT system in a timely and accurate manner.
• Communication & Responsiveness Demonstrate professional, timely, and clear communication in all interactions.
  • Provides timely, professional, and responsive customer service to employees, managers, and external partners.
  • When additional time is required to address a matter, proactively communicate expected response or completion timelines.
  • Ensure all written and verbal communications provide full context, are concise, accurate, and clear to support effective decision-making and collaboration.
  • Escalate employee relations concerns, policy violations, or other workplace issues to HR Leadership in a timely manner.
  • Maintain a courteous and solution-oriented approach in all correspondence with internal and external stakeholders.

Qualifications

• Three (3) to five (5) years of progressively responsible Human Resources experience with emphasis in recruiting, onboarding, HRIS administration, employee records management, and HR operations.
• Experience supporting multi-state HR, benefits administration, leave administration, or payroll, preferred.
• Associate's or Bachelor's degree in Human Resources, Business Administration, Sociology, or a related field, preferred.
• In the absence of a degree, five (5) years of progressively responsible Human Resources experience is required.

Skills

• Ability to build and maintain positive relationships and communicate effectively with employees, managers and stakeholders.
• Professionalism and discretion.
• Effective organization, workload prioritization and project management skills.
• Effective critical thinking and problem-solving.
• Demonstrates initiative, continuous learning, and a commitment to improving HR processes and professional knowledge.
• Effective customer service working with staff and faculty.
• Team collaboration.
• Effective written and oral communication.
• Ability to manage multiple priorities while maintaining exceptional attention to detail in a fast-paced environment.
• Proven ability to handle sensitive information with discretion and integrity.

Education

• PHR, SHRM-CP, or HR Management Certificate preferred.

Preferred Computer Skills

• Experience with UKG (formerly UltiPro).
• Experience with NetTime or similar timekeeping systems.
• Proficiency in Microsoft Office Suite and HR software applications; Applicant Tracking Systems (ATS), onboarding platforms, and HRIS applications.
• Google Workspace.

Environmental Factors

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, scanning, phones, photocopiers, filing cabinets, printers and fax machines.
• While performing the duties of this job, the employee is regularly required to have the ability to maintain active stakeholder communication; access, input and retrieve information from the computer system.
• May be subject to, bending, reaching, kneeling, stooping and lifting to thirty (30) pounds.
• Able to be in the office as needed to perform the responsibilities of the position while the Office is generally working remotely.

Physical Demands

• Effectively operate general office equipment such as a computer, scanner and other LAFS office equipment.

Emotional & Mental Demands

• Maintains composure and professionalism in a fast-paced, dynamic environment with changing priorities and deadlines.
• Able to receive and apply constructive feedback, without conflict, to the work product or relationships.
• Demonstrated ability to work under pressure, meet tight deadlines, and handle multiple tasks concurrently in a fast pace environment.
• Able to work independently and as part of a team with minimal supervision.
• Is self-directed and takes initiative to address issues and concerns and individual learning.
• Able to audit and analyze processes and procedures as well as identify new best practices in the field.
• Maintains confidentiality, integrity, honesty and transparency at all times.