The HR Coordinator will support the day-to-day operations of the human resources department at HI USA, performing a variety of administrative functions around HRIS, recruitment, hiring, onboarding/offboarding, compliance, benefits, leave of absence, and general employee support. The successful candidate will have strong attention to detail, be customer service oriented, empathetic, have an eye for process/process improvement and model the values HI USA. This role will be an integral part of the HI USA HR team and as a secondary focus, will participate in planning/discussion activities around performance management, employee wellness, training, diversity and inclusion and other HR projects and initiatives.

This position will sit in our headquarters office in Silver Spring, MD with the ability to work a hybrid schedule.

Responsibilities:

General HR

• Manage HR inbox and provide timely responses on employee inquiries, verifications of employment, etc. Forward/escalate emails as appropriate to other HR team members or departments.
• Maintain complete employee personnel files with a focus on digital file storage.
• Maintain a high level of integrity and discretion in handling confidential information and employee records. .
• Prepare and send memos for employment changes, pay increases, etc.
• Support annual performance review processes; monitor and track incoming reviews, provide follow up as needed.
• Provide or coordinate Spanish translation of HR documents, templates, communications, HRIS, etc.
• Assist in creating documentation to support strong processes, communication, and manager education.
• Educate on and ensure adherence to HI USA policies, employment laws, state compliance requirements, etc.
• Partner with Hostels/Hostel support to ensure the appropriate HR law posters are posted and visible at all locations.
• Support creation, updates and rollout of employee handbooks, policies, etc.
• Maintain HR SharePoint site with current documents and information.
• Submit invoices for processing.
• Respond to unemployment claims, and provide manager support as needed for workers compensation claims.

Recruiting and onboarding/offboarding

• Own and facilitate a smooth hostel new hire process; maintain regular communication with managers from point of offer through start date.
• Send offer and background consent through ADP, order background check, monitor progress, update candidate statuses, follow up regularly to keep the hire process moving forward with limited delay.
• Assist with requisitions and external job posting as requested.
• Request new user accounts ahead of start date and send termination notifications.
• During peak hiring times, provide support with phone screens, interview scheduling and reference checks.
• Maintain HI USA job description library, ensuring consistency and appropriate file format.
• Partner with payroll on new hire onboarding in ADP, follow up as needed.
• Support hiring process for HQ and management positions; schedule interviews, facilitate onboarding, etc.
• Prepare and send termination letters and required documentation by state.
• Support continuous process improvement, listening for feedback, and suggesting ways to streamline or use ADP functionality (or other resources) to enhance new hire, employee, and manager experience.

Benefits and leave

• Support benefits annual open enrollment to include reviewing materials, organizing new plan year documents, creating presentations, scheduling open enrollment meetings, etc.
• Assist with monthly benefit invoice processing, allocation, and audits.
• Enter new and terming employee data for benefit enrollments as needed.
• Support employee leave administration to include creating employee files, providing and explaining necessary paperwork, entering leave requests with third party vendor, tracking employee status, coordinating with payroll, and maintaining communication with all involved vendors and employees.

Special Projects/HR initiatives

• Collaborate on HR training programs, career pathing and professional development with a focus on DEIA, culture and employee engagement.
• Collaborate on creation of enhanced new hiring onboarding programs to support managers and enhance new hire experience
• Assist with coordinating annual employee satisfaction survey and other employee surveys.
• Support other HR initiatives as requested.

Skills/Qualifications:

• Bachelor’s Degree in Human Resources, Management/Business or equivalent work experience.
• Minimum 2 years’ experience working in Human Resources in similar function or equivalent; SHRM-CP/PHR desired
• Confident, clear, and professional written and verbal communications skills.
• Bilingual English-Spanish highly preferred.
• Team player with the ability to establish collaborative working relationships
• Self-motivated and able to prioritize appropriately, and quickly learn processes and procedures
• High level of proficiency with Microsoft Office Suite required. Ability to use excel to review, manipulate or combine data preferred.
• Aptitude to learn and become proficient in current HRIS. Experience with ADP a plus.
• Must be detail oriented and able to proof and edit documents, spreadsheets, etc.
• Strong organizational and interpersonal skills.

This is a full-time position and comes with:

• Health/Vision/Dental Insurance w/Family Coverage Options
• 403B Retirement Plan with Employer Matching
• Health & Dependent Care Flexible Spending Accounts Available
• Paid Vacation Days
• Paid Sick Days & Floating Holidays
• Employee Assistance Program
• Career Development Opportunities
• Free Hostel Stays & Employee Discounts
• A Supportive Work Environment & Amazing Colleagues