Human Resources Coordinator

POSITION SUMMARY

The Human Resources Coordinator is responsible for providing administrative, operational, and systems support across the Human Resources function. This position focuses on maintaining accuracy in HRIS, coordinating volunteer processes through Volgistics, supporting talent acquisition by scheduling interviews, monitoring the HR inbox, and managing various HR administrative functions. The HR Coordinator plays a critical role in ensuring smooth HR operations, compliance with organizational policies, and a positive experience for staff and volunteers.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Administrative & Systems (50%)

• Maintain employee records in the HRIS, ensuring accuracy and data integrity.

• Generate HRIS reports to support audits, compliance, and HR metrics.

• In collaboration with payroll, lead configuration and customization of HRIS modules to align with organizational policies.

• Evaluate and implement new HRIS features to improve workflow efficiency and compliance.

• Manage relationships with HRIS vendors.

• Develop training programs for HRIS users across departments.

• Support HR projects, meetings, and trainings by preparing materials, scheduling, and taking minutes.

• Maintain personnel filing software, ensuring records are organized and accessible.

• Monitor and track HR-related compliance activities, escalating issues as needed.

Volunteer Coordination (20%)

• Manage volunteer records, onboarding, and scheduling through Volgistics.

• Support volunteer engagement by maintaining accurate data and responding to volunteer inquiries.

• Develop and maintain standard operating procedures for volunteer onboarding, training, and compliance.

• Interpret and enforce volunteer onboarding compliance policies, including background checks, HIPAA training, and scope of service.

• Ensure volunteer activities comply with state and federal labor laws, including FLSA and NYS guidelines.

• Conduct audits of volunteer records and activities to ensure regulatory compliance.

• Serve as the Volgistics system administrator, responsible for configuration and reporting.

• Develop and maintain SOPs for volunteer data management and reporting.

• Advise senior HR leadership on volunteer program performance, risks, and strategic improvements.

Talent Acquisition Support (20%)

• Coordinate interview scheduling, assessments, and communication with candidates.

• Partner with recruiters and hiring managers to streamline candidate experience.

• Maintain applicant tracking data for compliance and reporting purposes.

HR Inbox & Customer Service (10%)

• Monitor and triage the HR shared inbox, ensuring timely responses to staff inquiries.

• Provide accurate information regarding HR policies, procedures, and programs.

• Escalate complex matters to appropriate HR team members while maintaining customer service standards.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, gender and racial justice.

• A demonstrated commitment to enhancing practices related to racial equity and its impact on healthcare systems.

• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility.

• Ability to provide compassionate, non-judgmental and culturally responsive care across race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and demonstrates deep sense of accountability to patient experience.

REQUIRED SKILLS/ABILITIES

Interpersonal

• Strong customer service orientation with the ability to handle sensitive issues with professionalism.

• Excellent verbal and written communication skills.

• Ability to work collaboratively across departments and levels.

Technical

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Familiarity with HRIS systems; prior use of Volgistics preferred.

• Strong organizational and data management skills.

Work Habits/Attributes

• Keen attention to detail and accuracy.

• Ability to prioritize and manage multiple competing demands.

• Discretion in handling confidential information.

• Adaptability in a fast-paced and changing environment.

• Associate’s degree or equivalent experience required; Bachelor’s degree preferred
• Minimum of two years of administrative or HR support experience
• Experience with HRIS systems and/or volunteer management systems (Volgistics a plus)
• Strong organizational and customer service skills
  

• Requires sitting for extended periods. Periodic standing, walking, bending. Requires lifting of up to 15 pounds. Visual acuity is sufficient to perform frequent work on a computer screen and review printed reports and other materials. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Requires the ability to hear and to communicate orally with others
  

• This job operates in a professional office environment. Potential exposure to communicable diseases and other conditions in a health center environment. May require travel to other health centers, at times in inclement weather. Requires flexible schedule and during peak activity periods work more than 7.5 hours per day and/or 37.5 hours per week
  

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.