HR Coordinator

About Vista Del Mar

For more than a century, Vista Del Mar Child & Family Services has delivered programs and support for children and families across Los Angeles County. The organization serves some of the most vulnerable communities in Los Angeles, including many impacted by long-standing inequities, and is grounded in empowerment, equity, and excellence.

Culture

Vista Del Mar emphasizes inclusion, healing, community care, and belonging. The organization states a commitment to standing with marginalized communities, confronting systemic oppression and unconscious bias, and creating a workplace where actions reflect values. Applicants who are Black, Indigenous, people of color, LGBTQ+, from marginalized genders, disabled, parents, system-impacted, immigrants, or who have experienced systemic oppression and/or gender-based violence are encouraged to apply.

Mission

The organization provides trauma-responsive services that support children, youth, and families in Southern California so they can lead meaningful and fulfilling lives.

Role Summary

The HR Coordinator acts as the central support function for the Human Resources department, assisting HR leadership and the wider HR team with day-to-day operations. This role handles intake coordination, records administration, reporting support, compliance tracking, workflow monitoring, and follow-through on operational tasks.

The position is responsible for collecting and organizing information that helps leadership oversee HR activity and helps the team execute work efficiently. It does not involve independently handling employee cases, making employment decisions, conducting investigations, or owning HR processes.

Key Duties

• Coordinate HR operational requests and administrative intake as the first point of contact for day-to-day HR support.
• Monitor HR inboxes, ticketing platforms, shared requests, and workflow queues.
• Direct documents and requests to the correct HR team members.
• Track open items and follow up until tasks are completed.
• Maintain calendars for the HR department, including recurring deadlines.
• Help coordinate onboarding, changes in status, transfers, and offboarding processes.
• Organize document collection and route materials to the appropriate HR staff.
• Prepare recurring and ad hoc HR reports for leadership.
• Collect, verify, organize, and present workforce data for operational decisions.
• Maintain HR dashboards, trackers, and reporting tools.
• Produce reports covering new hires, turnover, separations and terminations, staff lists, workers’ compensation, leave status, TB testing and health clearance reminders, licensing and certification expirations, contractor and intern records, onboarding completion, audit preparation, and HR aging/operational metrics.
• Flag discrepancies, overdue items, and incomplete workflows to the assigned HR representative led by the HR Supervisor.
• Create, maintain, organize, and review employee personnel files.
• Manage both electronic and paper records.
• Keep files complete and ready for audit review.
• Identify missing documentation and coordinate completion with the relevant HR team member.
• Support document retention and storage practices.
• Assist with internal and external audits by preparing records and supporting materials.
• Track document expiration dates and required employee paperwork.
• Send reminders for health clearances, certifications, onboarding requirements, and compliance deadlines.
• Draft standard HR correspondence and reusable templates.
• Maintain SOPs, trackers, and other operational documents.
• Assist with special projects and department-wide initiatives.

Minimum Qualifications

• A high school diploma is required; a bachelor’s degree in Human Resources, Business Administration, or a related field is preferred.
• At least 3 years of experience in administration, HR coordination, records management, compliance, or operational support.
• Background handling confidential records and high-volume workflows.
• Proficiency with Microsoft Office tools, including Excel, Outlook, Teams, OneNote, and reporting applications.
• Prior exposure to HRIS platforms is preferred, such as Paycom, Zoho, EHRS, or Guardian Portal.

Skills and Abilities

• Highly organized with strong attention to detail.
• Able to juggle multiple priorities and deadlines.
• Strong documentation and task follow-through.
• Good analytical ability and reporting accuracy.
• Comfortable handling confidential information.
• Strong communication and customer service skills.

Success in the Role

• Personnel records remain complete and ready for audits.
• HR reports are prepared accurately and on time.
• Compliance reminders are sent proactively.
• Follow-up on operational tasks is consistent.
• HR workflows are monitored without unnecessary delays.

Credentials and Recognition

Vista Del Mar says its clinical programs have received the Joint Commission’s Gold Seal, the organization’s highest accreditation level. Its educational facilities are fully accredited by the Western Association of Schools and Colleges (WASC), and its graduate degree program is recognized internationally for instruction quality.

Equal Opportunity

Vista Del Mar is committed to full inclusion and says qualified applicants will be considered without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Reasonable accommodations are provided for people with disabilities as part of this commitment.