Onboarding and Pre-Employment
- Coordinate the complete onboarding lifecycle from accepted offer through the employee's first day and completion of all required onboarding activities.
- Initiate and monitor onboarding tasks in UKG Ready.
- Collect, review, and process all required new-hire documentation.
- Ensure employees complete required forms, acknowledgments, policies, and training assignments within established deadlines.
- Complete and maintain Form I-9 documentation in accordance with applicable requirements.
- Initiate and track Criminal History Record Checks, or CHRCs, for applicable nursing home employees.
- Coordinate pre-employment health assessments, physical examinations, immunization records, tuberculosis screening, and other required health clearances.
- Follow up with candidates, employees, managers, and vendors regarding missing or incomplete onboarding requirements.
- Review onboarding files for accuracy, completeness, and compliance before employees begin work.
- Assist with new-hire orientation and ensure employees receive a professional and welcoming introduction to the community.
- Maintain onboarding checklists and proactively communicate delays or compliance concerns to Human Resources leadership.
Recruitment Support
- Support recruitment activities for nursing, clinical, administrative, dietary, environmental services, and other nursing home positions.
- Post open positions and maintain accurate job postings in UKG Ready and approved recruitment sources.
- Review applications and assist with initial candidate screening.
- Schedule interviews and communicate with candidates and hiring managers throughout the recruitment process.
- Maintain accurate applicant statuses, interview records, and hiring documentation in UKG Ready.
- Assist with job fairs, open-house events, community recruitment initiatives, and employee referral programs.
- Provide candidates with timely updates and a positive recruitment experience.
- Help build and maintain reports related to vacancies, candidates, interviews, offers, onboarding status, and time-to-fill.
- Maintain required recruitment and applicant-flow documentation.
UKG Ready and HRIS Administration
- Use UKG Ready to support onboarding, recruitment, employee records, reporting, and other HR functions.
- Enter and update employee information accurately and promptly.
- Process employee status changes, transfers, promotions, compensation changes, supervisor changes, and terminations as assigned.
- Audit HRIS records to identify missing, inaccurate, or inconsistent information.
- Create and maintain HR reports, trackers, dashboards, and follow-up lists.
- Assist employees and managers with basic UKG Ready questions, navigation, and troubleshooting.
- Protect employee information by following established confidentiality and system-access procedures.
- Identify opportunities to improve UKG Ready workflows and increase the accuracy and efficiency of HR processes.
- Maintain data integrity across electronic and paper-based employee records.
Employee Records and Filing
- Create, organize, maintain, and audit personnel, medical, immigration, and other confidential employee files.
- Ensure medical and confidential records are maintained separately from general personnel records.
- Complete high-volume filing, scanning, indexing, and document retention activities.
- Retrieve employee records for authorized audits, surveys, investigations, or internal reviews.
- Monitor files for missing, incomplete, expired, or outdated documents.
- Maintain organized electronic records using established naming and filing conventions.
- Follow the community's record-retention and document-destruction procedures.
- Maintain strict confidentiality when handling employee, applicant, health, and business information.
Compliance and HR Administration
Support compliance with applicable employment and healthcare requirements, including:
- Equal Employment Opportunity Commission, or EEOC, requirements
U.S. and New York State Department of Labor requirements
New York State Department of Health requirements
Health Insurance Portability and Accountability Act, or HIPAA, requirements
Form I-9 employment eligibility verification requirements
CHRC requirements
Internal policies and procedures
Applicable collective bargaining agreement provisions
Assist with internal audits and preparation for regulatory surveys.
Track licenses, certifications, registrations, health assessments, and other required credentials.
Notify HR leadership and department managers of missing or expiring documentation.
Assist with unemployment claims, employment verifications, employee correspondence, benefit-related administration, and other assigned HR functions.
Maintain accurate HR calendars, compliance trackers, and deadline reports.
Assist in preparing HR metrics and reports for leadership.
Escalate potential compliance concerns, documentation issues, or policy violations to the appropriate HR leader.
Remain current on changes to HR procedures, regulatory requirements, and nursing home administrative standards.
Employee and Department Support
- Serve as a professional and approachable point of contact for employees, candidates, managers, and visitors.
- Respond to routine HR questions and refer complex or sensitive matters to HR leadership.
- Provide administrative support for employee relations, investigations, meetings, training, and performance-management processes as assigned.
- Communicate professionally and respectfully with individuals at all organizational levels.
- Work collaboratively with Human Resources, Nursing, Payroll, Scheduling, Finance, Benefits, and department leadership.
- Demonstrate accountability by taking ownership of assignments and following them through to completion.
- Maintain a service-oriented approach while consistently applying policies and procedures.
- Perform other HR and administrative duties as assigned.
- High school diploma or equivalent required.
- Associate degree or bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
- Previous Human Resources, recruitment, onboarding, or administrative experience required.
- Healthcare, nursing home, long-term care, rehabilitation, or similar regulated-industry experience strongly preferred.
- Experience completing or coordinating CHRCs, Form I-9 documentation, and employee health assessments strongly preferred.
- Very good working knowledge of UKG Ready, including onboarding, recruitment, employee records, and HR reporting.
- Previous experience using an HRIS to enter, maintain, audit, and report employee information.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- Proficiency in Microsoft Teams for communication, meetings, collaboration, and document sharing.
- Working knowledge of general HR practices and applicable EEOC, DOL, DOH, HIPAA, and employment-compliance requirements.
- Ability to work in an office located within an active nursing home community.
- Ability to sit and use a computer for extended periods.
- Ability to communicate by telephone, email, video conference, and in person.
- Ability to organize, retrieve, and transport employee files and office materials.
- Ability to occasionally lift and carry files or office materials weighing up to [15-25] pounds.
- Ability to manage interruptions and changing priorities while maintaining accuracy and confidentiality.
- Regular and reliable attendance is an essential function of the position.
The HR Coordinator provides comprehensive administrative and operational support to the Human Resources department in a high-volume nursing home community. This position is responsible for coordinating the complete onboarding lifecycle, supporting recruitment activities, maintaining accurate employee records, processing required background checks, and assisting with health assessments and regulatory compliance.
The ideal candidate is highly organized, detail-oriented, accountable, and comfortable managing multiple priorities and deadlines. The HR Coordinator must have strong knowledge of UKG Ready, HRIS processes, Microsoft Office, and Microsoft Teams. This individual will work closely with employees, candidates, hiring managers, nursing leadership, and other departments to provide timely, professional, and confidential HR support.