Coordinator, Human Resources and Philanthropy

Human Resources (People Team)

• Maintain compliant active and terminated employee files, ensuring all required documentation is filed accurately and timely.
• Create and manage new hire files, ensuring paperwork is organized in appropriate sub- folders and maintained according to compliance guidelines.
• Maintain independent contractor and consultant files in accordance with record retention and compliance requirements.
• Process termination files and ensure required documentation is retained per record retention guidelines.
• Maintain accurate team member data on the Department of Human Services (DHS) Registry.
• Complete DHS annual background checks for all team members and contracted individuals.
• Conduct annual license and background checks (e.g., driver’s license, background checks, CANTS).
• Support audits and surveys conducted by regulatory agencies by providing employee file documentation as requested.

Philanthropy

Database Support

• - Support gift acknowledgment and stewardship processes, including printing, gathering signatures, scanning, mailing, and filing acknowledgment letters.
• - Assist with data health initiatives such as de-duplication, updating contact information, and broader database maintenance efforts.
• - Collaborate with the Philanthropy team on CRM/database management, including monitoring data integrity, preparing reports, and supporting onboarding to new systems and processes.
• - Perform basic data entry on a project-by-project basis, with opportunities to take on increased responsibility in data management and gift entry as skills develop.

Administrative and Operational Support

• - Schedule philanthropy- and fundraiser-related meetings and document meeting notes.
• - Make purchases and place orders as needed.
• - Deliver or mail collateral and documents; assemble in-house mailings.
• - Assist in maintaining up-to-date documentation for database, team communication, and development system processes through the Philanthropy Team handbook.
• - Support management of in-kind donation inquiries, including coordination with internal team members and follow-up with donors.
• - Coordinate the Philanthropy team calendar to enhance communication and support team meetings, celebrations, and outings.
• - Maintain and organize documents, folders, materials, mailings, facility tours, and philanthropy initiatives.
• - Provide event planning and implementation support for philanthropy, marketing, and volunteer events.

Requirements

• - High School Diploma or GED
• - Minimum of one (1) year of human resources-related administrative experience
• - Intermediate proficiency with Microsoft Office Suite, required (advanced Excel skills preferred)
• - Valid driver’s license with a good driving record required
• - Experience with HRIS and Learning Management Systems
• - Experience with Virtuous or a comparable CRM/database system
• - Experience with project management software

Core Competencies & Behaviors

• - Maintains strict confidentiality of information and conversations
• - Strong attention to detail and accuracy
• - Excellent organizational and time management skills; ability to multitask and prioritize
• - Clear and effective written and verbal communication skills
• - Customer-service oriented with a helpful, solution-focused mindset
• - Approachable and able to build strong working relationships across all levels of the organization
• - Comfortable learning and troubleshooting new technologies and systems
• - Collaborative team player who works well with diverse personalities
• - Adaptable, flexible, and accountable
• - Proactive problem-solver with an interest in improving processes

Location: Onsite Monday-Thursday at our Shannon Center location in Hillside. Friday has the option to work remotely.

Salary Description: $22 - $24/hour

How to Apply: Apply online HERE