Administrative Coordinator

Job Summary:
Hours: Full-time 40 hours per week, Monday – Friday, 8:30am – 5:00pm
Union: None
Union Name: None
Patient Facing: No

Summary of Position:

Boston Health Care for the Homeless Program is seeking an Administrative Coordinator for the Human Resources team.  The Administrative Coordinator provides comprehensive administrative coordination of recruitment, candidate outreach, new hire onboarding, and actively participates in the day-to-day operations of the HR department. This position serves as the point of contact for candidates, new hires, hiring managers, occupational health and IT during the onboarding process.  The Administrative Coordinator ensures compliance with recruitment and onboarding requirements and ensures effective communication with all parties regarding start dates, changes, training requirements and first day expectations. 

The Administrative Coordinator will support administrative activities, serve as an Human Resources Information System (HRIS) administrator, support personnel file management and delivers exceptional customer service to employees, managers, and external applicants.  The ideal candidate is highly organized, adaptable, and thrives in a fast-paced office environment.

Responsibilities:

• Work with the HRBPs to process employee lifecycle transactions and ensure timely data entry, updates and status changes to employee records; support accurate payroll processing; Create and run reports in HRIS as needed and regularly review data for accuracy with the HR Team
• Learn new HRIS requirements as needed to remain knowledgeable of system capabilities, resolve issues and document instructions for resolving issues and processing new tasks as needed; Assist employees with HRIS passwords, timecard issues, and respond to other HRIS related questions
• Supports timely payroll processing by approving timecards and correcting errors as needed; Support the organization's transition from ADP Workforce Now to UKG Pro by assisting with HRIS data maintenance, system testing, documentation, and providing end-user support
• Maintain the applicant tracking system and train users on ATS function
• Prepare and post job advertisements on internal and external recruitment platforms to maximize candidate outreach
• Conduct research to identify additional resources for sourcing viable candidates
• Update and maintain the requisitions report
• Attend career fairs and recruitment events to support talent acquisition initiatives
• Serve as a liaison between human resources and occupational health by collecting and sharing immunization information with Occupational Health for new hire clearance; Effectively communicate with candidates regarding outstanding immunization requirements; ensure documentation is shared with Occupational Health in a timely manner
• Coordinate orientation sessions and onboarding schedules; Monitor onboarding progress and follow up on outstanding tasks to ensure all onboarding requirements are completed in a timely manner
• Participate in HR projects and initiatives that enhance service delivery and operational efficiency, including E-Verify transition
• Coordinate meetings, prepare agendas, record meeting minutes, and distribute action items as appropriate
• Provide backup to the HR Operations, Benefits and Leaves Coordinator for customer service to employees (via phone, email, or walk-in)
• Perform other related duties as assigned

Qualifications:

• Associate's degree in Business Management or a related field required; Bachelor's degree preferred
• 2–4 years of administrative experience, preferably in Human Resources
• Experience supporting recruitment, onboarding, HR administration, and HRIS platforms (e.g., ADP Workforce Now, UKG Pro)
• Proficiency in Microsoft Office; healthcare experience is an asset
• Strong organizational, time management, communication, and customer service skills
• Ability to manage multiple priorities, work independently, and adapt in a fast-paced environment
• Strong interpersonal skills with the ability to build collaborative relationships across all levels
• High level of confidentiality, discretion, attention to detail, and sound judgment
• Ability to learn new systems quickly and maintain accurate records
• Commitment to a collaborative, respectful, and professional work environment

Compensation and Benefits:

• The compensation starts at $23.80 – $30.94 per hour and increases based on years of experience.
• BHCHP full-time employees are eligible for our competitive time off program, health, dental and vision insurance, 403B retirement savings plan, pre-tax MBTA pass program with 40% discount, additional compensation for demonstrated bilingual proficiency and more.  Benefits are prorated for part-time employees.

Does this amazing opportunity interest you? Then we'd love to hear from you.

As an equal opportunity employer, Boston Health Care for the Homeless Program is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law.

Covid-19 Vaccination: Proof of Covid-19 vaccination(s) is optional for employment. Candidates who are offered employment will be given details about how to demonstrate receipt of vaccination if they choose to.

Please Note: Employment at Boston Health Care for the Homeless is at-will. Boston Health Care for the Homeless does not sponsor work authorization visas.