Department:                 Human Resources

SUMMARY

The Human Resources (HR) Coordinator is an essential member of the team, providing a wide range of administrative support for all HR functions within The First Church of Christ, Scientist and The Christian Science Publishing Society.  Reporting to the Assistant HR Manager, this position helps to ensure the HR administrative processes run smoothly and efficiently, with meticulous attention to detail, accuracy, and timeliness. This position is expected to maintain the confidentiality of sensitive information, and exercise discretion, discernment, confidence and grace in all HR activities. With a professional demeanor and a commitment to excellence, the HR Coordinator will contribute to a positive and productive workplace culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Ensure the Maintenance, Integrity, and Confidentiality of HR Files (15%)

• Acts as a steward to safeguard the privacy and security of active employee files, both physical and electronic, by maintaining strict access controls and using secure storage and transmission methods. Regularly reviews and audits our data management practices to ensure compliance with all relevant laws and regulations.
• Responds promptly and professionally to research questions related to employee files, while respecting the confidentiality of sensitive information.
• Manages employee and manager requests for access to files.
• Schedules and performs archiving of previous years of separated employees in accordance with our retention policies and legal requirements. Ensures that all archived files are stored securely and can be retrieved as needed for audit or legal purposes.
• Serves as Office of Records Management (ORM) Coordinator.

Administrative support (50%)

• Serves as a point of contact to receive questions about policy interpretation or other general questions, and responds directly or consults with appropriate HR team members.
• Initiates and manages timely processing and maintenance of HR-related transactions including Personnel Action Form changes.
• Monitors HR inbox and responds or directs messages to the appropriate team member; manages internal HR distribution list.
• Produces various standard reports, monthly reports, department reports, organizational charts, and basic analytics as needed.
• Serves as HR technology coordinator with Office of Chief Information Officer (OCIO) and site services to oversee technical equipment.
• Assists HR Manager with any scheduling or administrative needs.
• Receives, sorts, and distributes mail. Prepares outgoing mail. Coordinates and administers annual projects, as assigned. Orders supplies as needed. Updates required compliance notices and posters.
• Manages HR team’s corporate credit card statements including review, classification, and monthly submission.
• Works with the Board of Directors Office and OCIO to ensure the email distribution list for the Coordinating Managers is current.

Recruitment, Relocation and Onboarding Support (20%)

• Assists the Senior Recruiter in utilizing the applicant tracking system for managing staffing requirements and overseeing the onboarding process.
• Manages HR's Jira board to ensure accurate tracking, progress monitoring, and timely resolution of each HR-related project. This includes: updating card information and permissions, and assisting with data migration and synchronization between various HR platforms; as well as staying up to date with Jira's latest features, enhancements, and best practices, proactively identifying areas for improvement within HR processes and suggesting system optimizations.
• Coordinates travel arrangements for candidates and manages candidate reimbursements.
• Manages criminal background check process for employees and volunteers in designated positions. Confers with the Assistant HR Manager to address any adverse background check results.
• Serves as subject matter expert and primary contact for the administration of the Church’s relocation policy and benefits by delivering high-touch support to new and current employees.
  • Processes relocation expenses, reimbursements, and allowances in an accurate and timely manner.
  • Acts as liaison between employee and relocation vendor to resolve issues.
  • Identifies and recommends ongoing improvements to the relocation policy and benefits that ensure our competitiveness to attract and retain employees, and updates policy as needed.
• Assists with onboarding of new employees (in-person or remote).
  • Works with hiring managers to schedule onboarding logistics for remote new hires. Collects necessary paperwork.
  • Works with the HR team to continue to enhance the remote-onboarding experience.
  • Helps ensure the processes and tools validate optimal acclimation of new employees.
• Prepares department files, as required, for new hires.

Supporting current employees (10%)

• Assists with the annual Performance Review process as appropriate.
• Maintains the employee directory.
• Updates and maintains the Employee Home Page.
• Places orders for employee-support flowers as requested.

Supporting prior employees (5%)

• Verifies employment (active and separated) in accordance with TMC’s policy, and prepares employment verification letters for employees.
• Oversees past employment service credit process and creates work histories as needed.

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships

Supervisor:  Assistant HR Manager

Supervises:  None

Regular Contacts

Has primary contact with HR staff, department managers, Treasurer's Office (FP&A and Payroll and Benefits).

JOB REQUIREMENTS

Education/Experience

Incumbent is expected to have a Bachelor’s Degree or an equivalent combination of education, training, and experience. Minimum of 2 years of administrative experience, preferably in a fast-paced, professional human resources environment.

Knowledge/Skills

Clear and effective written and verbal communication skills required. Strong customer service-oriented work ethic, with focus on responsiveness and delivering relevant solutions. Outstanding organizational skills with attention to follow up and follow through is essential. Must have interest in, as well as demonstrated success in, a process and detail-oriented professional service business environment.  Maintain a high degree of confidentiality and professionalism in all interactions. Must be able to handle multiple and often fluctuating priorities with grace and dominion.

Technology Skills

Proficiency in the use of Microsoft Office (Word, Excel, Powerpoint) and Google docs required. Intermediate user level in database and web-based programs preferred; experience with an HRIS preferred; comfort with (or willingness to learn) other tools such as Trello and Slack required.

Work Environment

This position regularly works in an office environment. This position works in the Boston office with an opportunity for a hybrid work schedule.

Engagement with Christian Science

The First Church of Christ, Scientist welcomes all candidates, including Christian Scientists.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.