Human Resources Coordinator

Location: New Haven/Hybrid Northeast - This position is hybrid role with a preference to be in the New Haven office 1-2 days a week. Relocation will not be offered.

Are you ready to roll up your sleeves, jump in, and make a big impact? We’re looking for an HR Coordinator who brings great energy, a positive attitude, and a passion for people.In this role, you’ll be at the heart of our HR team, helping to create a seamless experience for our candidates and employees. From scheduling interviews and supporting onboarding/offboarding to administering benefits, maintaining employee records, and tackling compliance and audits, you’ll be involved in it all. You’ll also get to take on special projects that will help shape how we grow and scale as a company.

We need someone who thrives in a fast-paced, ever-changing environment, stays organized even when juggling multiple priorities, and isn’t afraid to roll up their sleeves. If you love being a go-to resource, enjoy working with a team that values collaboration and fun, and are ready to help build an amazing employee experience, this is the role for you!

Responsibilities:

Talent Acquisition

• Post roles on LinkedIn and other job boards.
• Responsible for ensuring a positive candidate experience from application to onboarding
• Monitor applicant flow in Greenhouse; when needed send application questions, correct/edit candidate information, proactively support recruiting team to ensure candidates continue to move through the process in a timely manner
• Organize and schedule interviews across multiple time zones for candidates and team members. Must be able to arrange interview rooms, virtual meetings and provide necessary resources for a smooth interview process and positive candidate experience
• Support recruiting team with ensuring an efficient and timely recruiting process including proactively helping to follow up on candidate communications, scheduling kickoff and debrief meetings, and any other support as needed
• Support recruiting team with purchase orders and invoices
• Utilize Greenhouse Recruitment and Greenhouse Onboarding to manage candidates, generate offer packages, reports and make continuous improvements to the system as needed

Total Rewards

• Assist with administration of employee benefits plans including healthcare, life, disability, and other health and welfare benefits programs
• Liaise with third-party benefits administrator, leave administrator, and payroll for employee-related questions, monitoring, communication, and program implementation
• Responsible for initiating COBRA for departing employees to ensure they receive information in a timely manner
• Approve new hire benefits selections in ADP
• Reconcile benefits invoices and work with Finance to ensure accurate payment
• Manage employee recognition program, including tracking of awards, communication with recipients and ensuring awards are distributed
• Assist with year-end compensation planning, send out compensation letters and update systems accordingly

HR Operations

• Process new hires and terminations in ADP
• Responsible for arranging new hire onboarding and orientation schedule, including the orchestration of presentations and new hire activities
• Oversee and follow onboarding and offboarding checklists for incoming/outgoing employees and contingent workers
• Initiate and monitor background checks and I-9 process for candidates as well as contingent workers
• Responsible for daily transaction changes including supervisor changes, title changes, and promotions / adjustments; ensure accuracy of organizational and reporting structures both in ADP and organizational charts
• Create, update, and maintain accurate employee records and human resources related files (e.g. employee files, new hire and termination paperwork, job changes, reporting structure changes, promotions, and payroll changes)
• Audit, maintain, and reconcile ADP data by pulling monthly reports for HR and Finance.
• Provide support on research for projects, data audits, reporting needs and support on key presentations
• Prepare termination packages as requested, including (as required) separation agreement, final benefit calculations, unemployment process instructions and COBRA information
• Aid with the continuous audit of all Human Resources processes, policies, and programs to ensure compliance with country-specific employment laws
• Act as first point of HR contact, fielding employee requests and routing to appropriate team member, and/or researching response for review before responding to employee directly
• Support HR team with quarterly metrics data gathering, analysis and presentation
• Serve as functional representative for purchase orders act as department liaison for contract submission and follow-through
• Assist with the drafting and sending of HR related correspondence, preparation and distribution of documents and other materials as needed
• Support payroll, review the payroll master file to capture new hires, leave of absence and changes
• Provide support for company event and meeting coordination, as needed
• Maintain company wide and functional organizational charts
• Assist with ordering Invivyd swag
• Other projects and support, as needed

• Bachelor’s degree required
• 2-5 years of experience in a related role 
• Strong proficiency with Microsoft Office including Word (mail merge preferred), Excel (Vlookup preferred), PowerPoint, and Outlook; Experience with ADP and/or Greenhouse a plus.
• Proficient at learning new systems quickly
• Can-do and roll up your sleeves attitude
• Exceptional organization and attention to detail, as well as a commitment to maintaining confidentiality
• Excellent written and verbal communication skills
• Effective team player with ability to engender confidence and credibility at all levels across the organization
• Flexibility and ability to adapt to changing conditions
• Strong analytical and problem-solving skills
• Ability to multi-task and work in a very fast-paced and changing environment

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