The Human Resources Coordinator supports the Director of Human Resources in delivering comprehensive HR services across PPNCNY. This role is responsible for coordinating key human resources functions including recruitment and onboarding, employee records management, benefits administration, payroll processing, compliance tracking, credentialing support, and employee engagement initiatives. The Human Resources Coordinator serves as a central point of contact for HR-related administrative processes, ensuring accuracy, confidentiality, regulatory compliance, and a positive employee experience throughout the employee lifecycle. The position requires strong organizational skills, attention to detail, effective communication, and a commitment to PPNCNY’s mission, values, and workplace culture.
ESSENTIAL DUTIES:
1. Maintains PPNCNY HR Manual and updates staff of any changes.
2. Maintains employee HR files according to standards of PPNCNY, PPFA, state and federal law.
3. Maintains current PPNCNY job descriptions.
4. Assists supervisors with tasks related to recruitment and hiring:
- Advertising for open positions
- Receives and documents receipt of resumes
- Assembles interview packets for interview teams
- Send new hire offer letters and onboarding packets; submitting background and reference checks, scheduling new employee orientation, etc.
- Inform staff at all PPNCNY sites regarding new hires
5. Assists HR Director with Clinician Recruitment initiatives.
6. Represents PPNCNY at professional job fairs.
7. Collaborates with the HR Director to plan and execute employee engagement programs, such as PP Perk Points, recognition efforts, and organizational celebratory days to promote a positive and inclusive workplace culture.
8. Supports the organization with administrative tasks such as systems for daily bank deposits, which include but are not limited to, insurance checks and EOB’s, patient checks and cash.
9. Performs employee background checks.
10. Acts as liaison to all insurance and benefits administrators:
- Develops and maintains system to enroll new staff in benefits prior to effective date of eligibility including meeting with staff member to explain benefits coverage
- Assists HR Director with annual benefit enrollment
- Assists staff with NYS Disability, Long-Term Disability and Workers’ Compensation claims filing; informs staff of eligibility at time of event, assists with completion of forms requirements; initiate claims with carrier and follows-up as needed
- Assists staff with changes related to 401(k) plan and notifies Fidelity as required
11. Notifies new staff of pre-employment health requirements; notifies staff of timing of annual health assessments; ensures timely receipt, and documents.
12. Notifies supervisors of timing of annual conversations of department staff; provides follow-up to ensure timely receipt of documentation.
13. Ensures documentation of current licensure of licensed staff.
14. Works with the Credentialing team to provide professional credentialing of physicians, advanced practice clinicians and counselors.
15. Provides follow-up after staff resignation or dismissal:
- Completes exit interviews and documentation as appropriate
- Completes forms documenting tasks related to leaving PPNCNY
- Ensures compliance with COBRA regulations
- Follows-up on unemployment insurance
- Notifies insurance companies of credentialed medical staff leaving
- Notifies all carriers of PPNCY benefits of termination coverage
16. Processes bi-weekly payroll for all employees in accordance with organizational policies and federal/state regulations.
17. Reviews and verifies timesheets, hours worked, PTO, differentials, and adjustments prior to payroll submission.
18. Enters and audits payroll data including new hires, terminations, rate changes, and deductions.
19. Maintains payroll records and documentation in compliance with audit and retention requirements.
20. Responds to employee payroll questions and provides timely resolution of issues.
21. Coordinates payroll-related reports such as wage summaries, labor reports, and accrual tracking.
22. Responsible for ensuring compliance with staff regulatory training and other HR related compliance items.
1. Basic knowledge of human resources practices, employment laws, payroll processes, and employee benefits administration.
2. Proficiency with Microsoft Office applications, particularly Word and Excel; experience with HRIS and payroll systems preferred.
3. Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accurate records.
4. Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
5. Effective written and verbal communication skills and the ability to work collaboratively with staff at all levels of the organization.
6. Willingness to learn and grow within the human resources field, with openness to feedback and supervision.
7. Ability to travel between PPNCNY sites as needed.
QUALIFICATIONS:
- Associates Degree in Business Administration, Human Resources, Accounting or related field preferred, or an equivalent combination of education and relevant experience.
- 1-3 year of experience in an administrative, human resources, payroll, or office support role; internship or practicum experience in HR may be substituted.
PHYSICAL DEMANDS/WORKING CONDITIONS
- Lift/carry 10 lbs. or less frequently, and up to 50 lbs occasionally
- Bend/squat/kneel frequently
- Twist/turn constantly
- Climb stairs frequently
- Type/keyboard constantly