Position Overview
- Title: Operations and HR Coordinator
- Organization: New Transitions, Inc. (NTI), a Minnesota 245D-licensed HCBS and Community Residential Services provider
- Reports to: HR Generalist
- Works closely with: CEO / Executive Director, Human Resources, Program Directors and Program Supervisors
- Location: Corporate office, 134 26th Street NW, Owatonna, MN 55060, with travel to NTI homes as needed
- Status: Full-time, salaried, exempt
- Salary range: $52,000–$60,000 per year based on experience
Purpose of the Role
The Operations and HR Coordinator supports the CEO and HR and turns NTI's data into clear reports leadership can act on. With 9 homes and 80+ employees, this role is the hub between the CEO, HR and the program teams. It also leads day-to-day work on the Therap rollout and the office's IT setup.
Key Responsibilities
Executive support (about 15%)
- Prepare letters, memos, forms and meeting notes
- Track open items with counties, DHS, banks, vendors and partners, and flag what is due
- Keep corporate files organized and confidential
Client communications and meetings (about 15%)
- Communicate with case managers, guardians and families on client-related matters
- Schedule and coordinate annual and semi-annual support team meetings
- Send meeting notices, gather required documents and track 245D timelines so reviews happen on time
- Take notes at meetings, send summaries, and follow up on action items
Data, KPIs and reporting (about 20%)
- Pull data from payroll, billing, scheduling and Therap
- Track key measures such as staffing hours, overtime, open shifts, turnover and billing status
- Maintain pay plan and wage tracking for review by the CEO and HR
- Build simple weekly and monthly reports with a short summary of what changed and what needs attention
Therap rollout and IT support (about 15%)
- Coordinate the Therap rollout: setup, user accounts, training schedules and follow-up
- Serve as the first point of contact for staff Therap questions
- Support Microsoft 365, Intune and Company Portal setup for staff devices and accounts
- Work with outside IT support on issues that need escalation
HR support (about 15%)
- Assist HR with onboarding paperwork, background study tracking and training records
- Help keep employee files and required 245D documentation current
- Support recruiting: job postings, interview scheduling and new-hire communication
Corporate office coverage (about 15%)
- Answer phones and greet visitors
- Handle mail, supplies and office vendors
- Cover front-office tasks when other staff are out
Direct support as needed (about 5%)
- Work Direct Support Professional (DSP) shifts in NTI homes when staffing requires it
- Follow each person's support plan and all 245D requirements while on shift
Other duties as assigned.
Qualifications
Required
- High school diploma or GED
- 2+ years of administrative, office or data-related work
- Strong Microsoft Excel, Word and Outlook skills
- Clear writing and the ability to keep sensitive information confidential
- Organized, self-directed and comfortable juggling several priorities
- Must pass a Minnesota DHS background study (NETStudy 2.0)
- Must complete DHS-required orientation training before working unsupervised with individuals receiving services, and annual refresher training thereafter, as required under Minn. Stat. §245D.09, Subd. 4.
- Valid driver's license and reliable transportation
Preferred
- Therap experience is a strong plus
- Waiver case management experience is a plus
- 245D compliance experience is a plus
- Designated Coordinator (DC) or Designated Manager (DM) experience is a plus
- Bookkeeping experience is a plus (QuickBooks preferred)
- Human resources experience is a plus
- Associate or bachelor's degree in business, health administration, information systems or a related field
- Experience in disability services, HCBS, healthcare or human services
- Experience with another electronic records system if not Therap
- Experience with Microsoft 365 administration, Intune or basic IT support
- Experience building reports, dashboards or KPI tracking
Working Conditions
- Office-based, Monday through Friday, with flexibility for occasional evening or weekend needs
- Regular travel to NTI homes in southern Minnesota
- DSP shifts involve physical tasks such as standing, lifting and assisting people with daily living
- Salaried position. Occasional DSP shifts are part of the role and are covered by the salary
Benefits
- Paid time off (PTO): about 80 hours (two weeks) per year to start, growing with years of service. PTO also covers Minnesota Earned Sick and Safe Time
- Paid holidays: New Year's Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day
- 401(k) retirement plan: automatic enrollment at 4% of pay, plus a 4% NTI contribution at year end and any profit-sharing NTI declares
- Cell phone stipend: $25 per biweekly pay period for use of a personal phone for work
- Mileage reimbursement: IRS standard rate for work travel between NTI homes
- Paid training: required 245D and ongoing trainings provided at no cost
- Health, dental, and vision insurance
Full benefit details are in the NTI Employee Handbook.
NTI is an equal opportunity employer.
Welcome to New Transitions Inc, a Living Plus Company. We are so glad you’re here. Our mission goes beyond providing care it’s about creating a true sense of home where every individual feels safe, supported, and valued each day. We believe that dignity, respect, and compassion should be at the heart of everything we do, and our dedicated team works tirelessly to make that vision a reality.
Salary
$52000.00 - $60000.00 per year
Benefits
Paid time off, 401(k), Health insurance, Dental insurance, Vision insurance, Paid training, Mileage reimbursement, Other
Job Type
Full time
Schedule
Monday to Friday, Other