Description
SEIU Healthcare IL Benefit Funds is a dynamic benefits administration organization committed to providing the highest quality health and retirement benefits in the most financially responsible manner, while always acting in the best interest of the union members. The Fund serves over 20,000 union workers in the Nursing Home, Home Care, Child Care, and Personal Assistant industries with the delivery of health and pension benefits. Our employees epitomize the Fund’s core values of quality service, interdependence, effectiveness, and accountability, and forge an alliance with one another to carry out our shared mission and common agreements for those we serve.
Position Summary
The Human Resources Coordinator is responsible for coordinating HR activities and communications within the HR department, across the organization, and with external parties. The HR Coordinator performs a variety of key functions in the HR Department, with a focus on coordination and support of the human resource information system, timecards, and payroll processing, recruitment, onboarding, and the full employee life cycle, benefits administration, employee relations and other areas for coordination as assigned.
This position serves as a liaison for managers and employees with the HR Department. The HR Coordinator will develop an excellent working relationship built on trust internally with staff at all levels and externally with vendor partners, ensuring prompt resolution to requests and questions, clarity in communication and accuracy of information provided.
The HR Coordinator is a confidential employee who excels in relationship building, written, verbal and non-verbal communication, scheduling and coordination, organization of records and documentation, analysis and reporting, and project management skills to support the strategic direction of the human resources and operational initiatives of the organization. Working closely with the HR Manager, operational leadership, and external vendors, the HR Coordinator ensures HR processes, procedures, and practices are delivered as efficiently and high-performing as possible.
The HR Coordinator plays a critical role in maintaining efficient HR operations while supporting a seamless employee experience throughout the organization.
Key Duties And Responsibilities
Assist with day-to-day operations of key HR functions, including:
Administrative
- Organize, compile, and maintain accurate human resources records with strict confidentiality
- Scan, image, organize and maintain personnel records and documentation, and archive or destroy inactive records in accordance with the document retention policy
- Streamline HR processes to drive efficiency and consistency across the department.
Payroll and Time and Labor Administration
- Support payroll accuracy by reviewing timesheets and time-off requests for accuracy, and reconcile PTO balances
- Assist with bi-weekly payroll processing
- Prepare and provide relevant data reports for supervisory review
- Complete required tasks in the HRIS system
- Ensure the accuracy of all PTO calculations and respond to employee inquiries
- Recruitment, Onboarding and other Employee Lifecycle Processes
- Coordinate recruitment activities including posting positions, partnering with staffing agencies, conducting initial candidate resume screenings, scheduling of interviews and debrief sessions, and completing background and employment verifications.
- Coordinate employee onboarding and transition activities, including preparation of new hire packets, coordination of equipment delivery and pick up, and new hire orientation.
- Coordinate and execute the offboarding and exit interview processes.
- Track employee life cycle milestones and developments, including but not limited to contract and probationary periods, annual evaluations, development plans, disciplinary actions, performance management and improvement plans.
- Present HR materials such as Employee Guide, HRIS system and benefits in new hires orientation.
- Assist HR Manager in analyzing and assessing professional training and development needs and requirements to meet individual, departmental and organizational needs.
- Track employee milestones, performance reviews, and development plans to support retention and career growth.
- Draft various correspondences related to recruitment, job descriptions, job offers, benefits, and other employer messaging.
- Coordinate employee training programs.
Benefits & Leave Administration
- Support employee benefits administration, including benefits enrollment, reconciliation and auditing of benefits invoices, addressing discrepancies quickly.
- Assist the HR Manager relationship and service management and coordination of various benefit vendors and plan changes.
- Generate annual open enrollment benefit deductions for payroll deduction processing.
- Coordinate and monitor all aspects of benefit administration including Open Enrollment and distribution of benefit materials.
- Provide guidance, process, and administer all leave of absence requests and disability paperwork including FMLA, Short Term Disability and COBRA.
- Coordinate annual Worker’s Compensation Audits reporting requirements.
- In accordance with HRA requirements, provide PCORI fees for the Fund’s health insurance policy payment.
- Coordinate employee wellness program initiatives and related activities.
- Process FMLA, disability, and COBRA requests while ensuring compliance and accuracy.
- Serve as a primary point of contact for benefits-related questions and issue resolution.
Compliance & Reporting
- Maintain compliance with federal, state, and local employment laws and regulations, and recommend best practices.
- Coordinate mandatory compliance training (e.g., HIPAA, anti-harassment, privacy) on an annual and as needed basis.
- Maintain contracts and renewals of all HR related items.
- Collaborate with the HR Manager to provide employee guidance and Collective Bargaining Agreement (CBA) interpretation and recommendations.
- Distribute and enforce the Fund’s employee guide, policies and procedures and communications as approved by HR Executive and providing recommendations as needed to ensure ongoing compliance in accordance with all State, Federal, and local laws, and regulations.
- Maintain audit-ready documentation and provide required reports to leadership and auditors.
Employee Relations & Engagement
- Serve as a liaison between employees and the HR Department by triaging employee personnel issues, IT inquiries, and answering employee human resources questions.
- Monitor HR Department inbox and answer or escalate issues to the appropriate party.
- Act as a trusted HR resource for employees, guiding them on policies and resolving concerns.
- Coordinate employee engagement initiatives, recognition programs, and morale-building activities to engage staff.
- Communicate HR updates clearly and in a timely manner to the staff.
- Recommend solutions to improve team dynamics and support conflict resolution.
Other Functions
- Attend and participate in various meetings, including all staff meetings, department meetings, one-on-ones, training sessions, task force or committee meetings, and other meetings as deemed appropriate to share, discuss, and solution for question or error trends, as well as identify potential process improvements.
- Create meeting agendas using the Purpose, Outcome and Process (POP) Model and thoroughly maintain notes for each meeting.
- Serve as a back-up for various HR duties as needed.
- Other responsibilities and projects as assigned.
Privacy And Security Responsibilities
This position requires the handling of Financial Information, Personal Identifiable Information (PII) and potentially Protected Health Information (PHI) of our employees and stakeholders. You will be responsible and accountable for maintaining the confidentiality, integrity, and availability of all Financial Information, PII, and PHI. Report any suspected identity or HIPAA violation or breach to the Fund’s HIPAA Privacy and Security Officer.
Education Requirements
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- An equivalent combination of education, certification, training, and/or professional experience may be used to meet the minimum education qualifications.
Requirements
Job Requirements:
- Minimum of four (4) years of experience in a Human Resources capacity.
- Thorough application of human resources practices and policies.
- Excellent PC skills, including intermediate Microsoft Word, Excel, and Outlook skills; advanced PowerPoint experience preferred.
- Knowledgeable use of printers, copiers, scanners, fax, and other office equipment.
- Advanced user of HRIS software (Paylocity preferred).
- Familiarity with state and federal employment laws and regulations.
- Experience with employee benefit administration.
- Experience with employer branding and recruitment marketing best practices.
- Excellent written, verbal, and non-verbal communication, with interpersonal skills to collaborate professionally with peers, leaders, and external partners.
- Excellent analytical skills, problem-solving skills, and attention to detail.
- Ability to research and gather facts to provide data-informed recommendations and create reports for leadership.
- Adaptability and direct support on management of change initiatives and process improvements.
- Excellent organizational and time-management skills, with proven ability to develop timelines and meet deadlines.
- Must have the ability to work independently and within a team environment.
- Strong accountability, with the ability to manage up, manage laterally and work cooperatively with others.
- Exercise clear and concise judgment with integrity and confidentiality.
- Ability and willingness to assist in special projects and handle multiple tasks.
Preferred Skills
- Taft-Hartley/organized labor experience
- Hybrid workforce experience, with in-person and remote work expectations
- Experience with project management software, such as Smartsheet
- Experience with virtual conference software (Teams and Zoom)
- Experience with Adobe Acrobat to edit and create PDF’s
- Awareness of social movements, labor movements, and political issues that impact the work and the organization
Personal Characteristics
- Commitment to SEIU Healthcare IL Benefit Funds’ Mission, Vision, Core Values and Common Agreements.
- Sense of grace and humor in the face of challenges.
- Demonstrated creative innovation to advance and align organizational culture, structure, and skills.
- Exceptional team spirit and positive attitude, along with a high degree of integrity and sound judgment to earn and maintain employee and team confidence, engagement and morale.
Career Development & Continuing Education Opportunities: Yes
Benefits
SEIU Healthcare IL Benefit Funds offers competitive compensation and a comprehensive benefits package which includes health coverage (medical, dental, and vision) for employees and eligible dependents, including a no premium option for employee only; generous time off; and a defined benefit pension plan.
Diversity, Equity & Inclusion creates a healthier atmosphere: SEIU Healthcare IL Benefit Funds is an Equal Employment Opportunity / Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.
The SEIU Healthcare IL Benefit Funds vision is to create a more just and equitable society that fosters a lifetime of quality healthcare and financial security for all. We hope that our social justice values and the responsibility we take to operate a socially conscious organization aligns with your professional desire to contribute and serve with purpose.
