Human Resources Coordinator

Onboarding and Pre-Employment

• Coordinate the complete onboarding lifecycle from accepted offer through the employee’s first day and completion of all required onboarding activities.
• Initiate and monitor onboarding tasks in UKG Ready.
• Collect, review, and process all required new-hire documentation.
• Ensure employees complete required forms, acknowledgments, policies, and training assignments within established deadlines.
• Complete and maintain Form I-9 documentation in accordance with applicable requirements.
• Initiate and track Criminal History Record Checks, or CHRCs, for applicable nursing home employees.
• Coordinate pre-employment health assessments, physical examinations, immunization records, tuberculosis screening, and other required health clearances.
• Follow up with candidates, employees, managers, and vendors regarding missing or incomplete onboarding requirements.
• Review onboarding files for accuracy, completeness, and compliance before employees begin work.
• Assist with new-hire orientation and ensure employees receive a professional and welcoming introduction to the community.
• Maintain onboarding checklists and proactively communicate delays or compliance concerns to Human Resources leadership.

Recruitment Support

• Support recruitment activities for nursing, clinical, administrative, dietary, environmental services, and other nursing home positions.
• Post open positions and maintain accurate job postings in UKG Ready and approved recruitment sources.
• Review applications and assist with initial candidate screening.
• Schedule interviews and communicate with candidates and hiring managers throughout the recruitment process.
• Maintain accurate applicant statuses, interview records, and hiring documentation in UKG Ready.
• Assist with job fairs, open-house events, community recruitment initiatives, and employee referral programs.
• Provide candidates with timely updates and a positive recruitment experience.
• Help build and maintain reports related to vacancies, candidates, interviews, offers, onboarding status, and time-to-fill.
• Maintain required recruitment and applicant-flow documentation.

UKG Ready and HRIS Administration

• Use UKG Ready to support onboarding, recruitment, employee records, reporting, and other HR functions.
• Enter and update employee information accurately and promptly.
• Process employee status changes, transfers, promotions, compensation changes, supervisor changes, and terminations as assigned.
• Audit HRIS records to identify missing, inaccurate, or inconsistent information.
• Create and maintain HR reports, trackers, dashboards, and follow-up lists.
• Assist employees and managers with basic UKG Ready questions, navigation, and troubleshooting.
• Protect employee information by following established confidentiality and system-access procedures.
• Identify opportunities to improve UKG Ready workflows and increase the accuracy and efficiency of HR processes.
• Maintain data integrity across electronic and paper-based employee records.

Employee Records and Filing

• Create, organize, maintain, and audit personnel, medical, immigration, and other confidential employee files.
• Ensure medical and confidential records are maintained separately from general personnel records.
• Complete high-volume filing, scanning, indexing, and document retention activities.
• Retrieve employee records for authorized audits, surveys, investigations, or internal reviews.
• Monitor files for missing, incomplete, expired, or outdated documents.
• Maintain organized electronic records using established naming and filing conventions.
• Follow the community’s record-retention and document-destruction procedures.
• Maintain strict confidentiality when handling employee, applicant, health, and business information.

Compliance and HR Administration

• Support compliance with applicable employment and healthcare requirements, including:
• • Equal Employment Opportunity Commission, or EEOC, requirements
  • U.S. and New York State Department of Labor requirements
  • New York State Department of Health requirements
  • Health Insurance Portability and Accountability Act, or HIPAA, requirements
  • Form I-9 employment eligibility verification requirements
  • CHRC requirements
  • Internal policies and procedures
  • Applicable collective bargaining agreement provisions
• Assist with internal audits and preparation for regulatory surveys.
• Track licenses, certifications, registrations, health assessments, and other required credentials.
• Notify HR leadership and department managers of missing or expiring documentation.
• Assist with unemployment claims, employment verifications, employee correspondence, benefit-related administration, and other assigned HR functions.
• Maintain accurate HR calendars, compliance trackers, and deadline reports.
• Assist in preparing HR metrics and reports for leadership.
• Escalate potential compliance concerns, documentation issues, or policy violations to the appropriate HR leader.
• Remain current on changes to HR procedures, regulatory requirements, and nursing home administrative standards.

Employee and Department Support

• Serve as a professional and approachable point of contact for employees, candidates, managers, and visitors.
• Respond to routine HR questions and refer complex or sensitive matters to HR leadership.
• Provide administrative support for employee relations, investigations, meetings, training, and performance-management processes as assigned.
• Communicate professionally and respectfully with individuals at all organizational levels.
• Work collaboratively with Human Resources, Nursing, Payroll, Scheduling, Finance, Benefits, and department leadership.
• Demonstrate accountability by taking ownership of assignments and following them through to completion.
• Maintain a service-oriented approach while consistently applying policies and procedures.
• Perform other HR and administrative duties as assigned.

• High school diploma or equivalent required.
• Associate degree or bachelor’s degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
• Previous Human Resources, recruitment, onboarding, or administrative experience required.
• Healthcare, nursing home, long-term care, rehabilitation, or similar regulated-industry experience strongly preferred.
• Experience completing or coordinating CHRCs, Form I-9 documentation, and employee health assessments strongly preferred.
• Very good working knowledge of UKG Ready, including onboarding, recruitment, employee records, and HR reporting.
• Previous experience using an HRIS to enter, maintain, audit, and report employee information.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Proficiency in Microsoft Teams for communication, meetings, collaboration, and document sharing.
• Working knowledge of general HR practices and applicable EEOC, DOL, DOH, HIPAA, and employment-compliance requirements.
• Ability to work in an office located within an active nursing home community.
• Ability to sit and use a computer for extended periods.
• Ability to communicate by telephone, email, video conference, and in person.
• Ability to organize, retrieve, and transport employee files and office materials.
• Ability to occasionally lift and carry files or office materials weighing up to [15–25] pounds.
• Ability to manage interruptions and changing priorities while maintaining accuracy and confidentiality.
• Regular and reliable attendance is an essential function of the position.