HR Coordinator

Benefits

Additional Information

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the "status-quo" and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission. The Human Resources Coordinator is responsible for leading the pre-hire and onboarding process for new hires, serving as a key point of contact for candidates and employees while representing Institute on Aging with a commitment to service, education, and problem-solving for current and incoming staff. This role provides administrative and operational support to the Human Resources team, including onboarding coordination, employee records management, HR compliance activities, ensures accurate HR data entry, maintains confidential employee files, and supports a smooth and positive employee experience throughout the onboarding and broader employment lifecycle. POSITION DUTIES: Proactively communicate with and support new hires throughout the pre-employment process to ensure timely completion of onboarding requirements and successful start dates. Initiate and manage background checks and pre-placement health screenings for applicable incoming employees. Coordinate and schedule interviews in partnership with Talent Acquisition and hiring managers. Assist with Learning Management System (LMS) administration, including course assignments and tracking completion. Support the planning and continuous improvement of New Employee Orientation (NEO) to ensure a consistent, engaging, and welcoming experience across all regional offices. Streamline onboarding processes in collaboration with cross-functional partners to ensure new employee readiness. Manage HRIS onboarding activities, including E-Verify, I-9 processing, reverification, and related compliance tasks. Ensure accuracy and integrity of employee data within HR systems through consistent data entry and validation practices. Maintain employee personnel records as custodian of confidential files, including electronic filing systems and support for audits and compliance reviews. Process new hire transactions and employee status changes while supporting data integrity and best practices. Respond to employee and manager inquiries with professionalism, timely resolution, and a strong customer service focus. Partner with Talent Acquisition to ensure alignment with organizational mission, values, branding, and compensation philosophy. Maintain strict confidentiality and discretion regarding all employee and candidate information. Develop and support implementation of quality control (QC) measures to improve accuracy and operational efficiency. Collaborate with HR team members to develop, document, and update Standard Operating Procedures (SOPs). Perform other duties as assigned. POSITION REQUIRED QUALIFICATIONS: Minimum 3 years of Human Resources, administrative, customer service, or related experience preferred. Internship, volunteer, campus leadership, or office support experience may be considered in lieu of direct HR experience. Experience handling confidential information and maintaining accurate records preferred. Proficiency in Microsoft Office applications and data entry required. Exposure to HRIS systems (e.g., Workday) preferred but not required. Familiarity with onboarding processes, including background checks, E-Verify, and electronic filing systems is highly desirable. Understanding of HR best practices, preferably in a healthcare or nonprofit environment, is a plus. Strong customer service orientation with sound judgment, professionalism, and ability to maintain strict confidentiality. Experience with Workday HRIS preferred. PHYSICAL & LANGUAGE REQUIREMENTS: Strong written, verbal, analytical, and presentation skills. Ability to comprehend and interpret complex written materials and verbal instructions. EDUCATION REQUIREMENTS: Bachelor's degree in Human Resources, Business Administration, Psychology, or related field preferred or equivalent experience. TRAVEL REQUIREMENTS: Ability to travel to different locations within the Bay Area as needed.

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