Human Resources Coordinator

TITLE: Human Resources Coordinator

PERFORMANCE PROFILE SOURCE: Individual Contributor

DEPARTMENT: Human Resources

REPORTS TO: Human Resources Manager

FLSA STATUS: Non-Exempt

WORKER CATEGORY: Part-Time; flexible schedule 20-30 hours per week

EMPLOYMENT FUNCTION: Administrative

Since 1944, Boys & Girls Clubs of Central Florida has provided children and teens, ages 6 to 18, with a safe place to learn and grow during non-school hours. Today, more than 15,000 young people call our 39 Clubs across five Central Florida counties home. The mission of Boys & Girls Clubs of Central Florida is to inspire and enable all young people, especially those who need us most, to realize their full potential as productive, responsible, and caring adults. Every day after school and all summer long, our members walk through the blue doors at little or no cost to their families and find academic support, enrichment, and caring adult role models who believe in what they can become.

How we do it matters as much as what we do. Our Clubs deliver quality programming grounded in evidence across six core pillars of focus: education and career development; character and leadership development; sports, fitness, and recreation; health and life skills; the arts; and mental health. That work is reinforced by practices informed by trauma research, mental and emotional wellness support, and an unwavering commitment to safety. The results show up in graduation rates, college and vocational school enrollment, grades, and young people who tell us they feel emotionally safe at their Club. As part of the national Future Ready movement, we are growing bigger, better, and bolder, and we know none of it happens without exceptional people. That is why we invest in our team through comprehensive training, leader development, competitive compensation and benefits, and a workplace culture built on excellence, belonging, and accountability. If you want your work to change the trajectory of a child's life, there is a place for you here. Great futures start here, and they start with you.

POSITION SUMMARY:

The Human Resources Coordinator supports the mission of the Boys & Girls Clubs of Central Florida by delivering accurate, timely, and welcoming HR services that help Clubs stay fully staffed with qualified, safe, and well-prepared team members. This position coordinates high-volume recruitment support, pre-employment screening, onboarding, HRIS data entry, personnel recordkeeping, and general HR administration for staff across 40+ sites. Reporting to the Human Resources Manager, the HR Coordinator serves as a first point of contact for applicants, new hires, employees, and supervisors, ensuring every step of the employee lifecycle is compliant, well-documented, and aligned with BGCCF values.

ESSENTIAL JOB RESPONSIBILITIES: Recruitment Support and Candidate Experience

• Post approved job openings to the applicant tracking system, job boards, and partner networks, and maintain accurate requisition and posting status.
• Screen applications for minimum qualifications, schedule interviews, and coordinate communication among candidates, hiring managers, and the HR team to support timely hiring decisions.
• Conduct reference checks, prepare offer letters using approved templates, and route documents for approval and signature.
• Support job fairs, hiring events, and campus or community recruitment activities, including event logistics, candidate intake, and follow-up.
• Maintain recruitment trackers and applicant records to support consistent, equitable hiring practices and a positive candidate experience.

Pre-Employment Screening and Youth-Protection Compliance

• Initiate and track Florida DCF Level 2 background screenings through the FDLE Provider Background Screening Clearinghouse, including fingerprinting appointments, eligibility determinations, and required roster and retention updates.
• Coordinate pre-employment and randomized drug screenings, track results, and communicate clearance status to the HR Manager and hiring managers.
• Ensure no new hire, intern, or applicable volunteer begins work or has contact with youth members before all required screening clearances are received and documented.
• Complete and audit Form I-9 and E-Verify processes within required timelines, including reverification of expiring work authorization.
• Track required certifications and training for youth-serving staff (e.g., CPR/First Aid, child abuse prevention, and BGCA safety training, CDL), and send timely reminders before expiration.

Onboarding, Orientation, and Offboarding

• Coordinate a consistent, welcoming onboarding experience for new hires, including new-hire paperwork, policy acknowledgments, system access requests, and orientation scheduling.
• Partner with IT, Operations, and Club leaders to ensure equipment, badges, system access, and first-day logistics are ready before each start date.
• Prepare orientation materials and support the delivery of new employee orientation sessions.
• Process offboarding tasks, including separation paperwork, systems access removal requests, return of property, and scheduling of exit interviews, and forward exit data to the HR Manager for trend analysis.

HRIS, Data Integrity, and Personnel Records

• Enter and maintain accurate employee data in ADP Workforce Now, including new hires, job changes, pay rate changes, transfers, and terminations, in accordance with established approval workflows and payroll deadlines.
• Maintain complete, organized, and confidential personnel, medical, and screening files for current and former employees in compliance with recordkeeping and retention requirements.
• Conduct routine file and data audits, identify discrepancies, and correct errors in coordination with the HR team and Payroll.
• Generate standard HR reports (e.g., headcount, new hires, turnover, vacancies, screening status, and certification expirations) to support the HR Manager and department leaders.

Benefits and Leave Support

• Assist employees with benefits enrollment, qualifying life events, and general questions, and refer complex or escalated matters to the HR Manager.
• Support the annual Open Enrollment process through employee communications, enrollment reminders, reporting, and file audits.
• Assist with leave administration by distributing required notices and forms, tracking documentation deadlines, and maintaining accurate leave records.
• Support workers' compensation claims by coordinating incident documentation, submitting first reports of injury, and tracking claim status.

HR Administration and Employee Support

• Serve as a first point of contact for the HR inbox and voicemail messages, responding to employee, supervisor, and applicant questions promptly and professionally, and routing matters to the appropriate HR team member.
• Process employment verifications, unemployment claim information requests, and records requests accurately and within required timelines, consistent with policy and legal requirements.
• Maintain required federal and state labor law postings at the Administrative Office and all Club sites.
• Support HR compliance activities and audits (e.g., DCF audits, EEO reporting, OSHA logs, and funder requests) by gathering documentation and maintaining accurate trackers.
• Coordinate logistics for employee recognition, engagement, and training events, and assist with scheduling and tracking HR training attendance.
• Draft and update HR forms, templates, checklists, and process documentation to support consistent, efficient HR service delivery.
• Maintain strict confidentiality of employee, applicant, and organizational information at all times.
• Perform other related duties and special projects as assigned by the HR Manager or CHRO.

QUALIFICATION REQUIREMENTS: (Knowledge, Education, Experience & Skills)Education:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• aPHR, SHRM-CP, or PHR certification, or active progress toward certification, preferred.

Experience:

• Two years of experience in human resources, recruiting, or administrative support, preferably in a high-volume hiring environment, preferred.
• Experience with pre-employment screening, background checks, and Form I-9/E-Verify processes; experience with Florida DCF Level 2 screening strongly preferred.
• Experience entering and maintaining employee data in an HRIS or applicant tracking system (ADP Workforce Now preferred).
• Experience supporting a youth-serving, multi-site, or nonprofit organization preferred.

Skills:

• Proficiency in Microsoft Suite (Outlook, Word, Excel, Forms, PowerPoint) and HR technology, including the ability to build and maintain trackers, spreadsheets, and basic reports.
• Exceptional attention to detail and accuracy in data entry, documentation, and recordkeeping.
• Strong organizational and time-management skills, with the ability to manage a high volume of concurrent tasks and meet firm deadlines.
• Working knowledge of basic employment law and HR practices (e.g., I-9, FLSA, FMLA, ADA, and EEO), with the judgment to recognize when to escalate issues.
• Excellent verbal and written communication skills, with a friendly, professional, and service-focused approach to applicants, employees, and leaders.
• Demonstrated ability to handle sensitive and confidential information with discretion, integrity, and sound judgment.
• Ability to work both independently and collaboratively as part of a small, fast-paced HR team.
• Comfort using AI and modern HR tools to support efficient HR administration while maintaining accuracy, confidentiality, and human oversight.
• Valid driver's license, good driving record, and consistent access to transportation with appropriate insurance coverage for occasional site visits and hiring events.

KEY ROLE COMPETENCIES: Ensures accountability

• Takes ownership of assigned HR processes, following through on commitments and completing work accurately, on time, and in compliance with policy and legal requirements.
• Tracks open items and deadlines diligently and communicates status and obstacles proactively to the HR Manager.

Plans and aligns

• Organizes and prioritizes a high volume of hiring, screening, and administrative tasks to keep Clubs staffed and compliant.
• Anticipates upcoming deadlines, such as certification renewals, reverifications, and payroll cutoffs, and plans work accordingly.

Collaborates

• Builds positive working relationships with hiring managers, Club leaders, Finance, IT, and external partners to achieve shared goals.
• Supports teammates willingly and shares information that helps the HR team deliver consistent, high-quality service.

Customer focus

• Provides responsive, respectful, and helpful service to applicants, new hires, employees, and supervisors.
• Creates a welcoming first impression of BGCCF throughout the recruitment and onboarding experience.

Demonstrates self-awareness

• Seeks feedback, learns from mistakes, and builds HR knowledge and skills through training and professional development.
• Maintains composure, discretion, and professionalism when handling sensitive matters or competing priorities.

ADDITIONAL ACCOUNTABILITIES Supervisory Responsibilities

• None. May provide day-to-day guidance to Interns on assigned tasks.

ENVIRONMENTAL AND WORKING CONDITIONS:

• The position works primarily in an office setting, with occasional work in Club settings and outdoor environments that may involve exposure to varying weather conditions.
• Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals.
• Occasional operation of a motor vehicle to travel to Club sites and hiring events.
• Work in environments frequented by children and families, requiring adherence to safety and conduct standards that ensure a child-friendly and family-oriented atmosphere.
• This role will have a standard and predictable full-time work schedule; occasional evening or weekend hours may be required to support hiring events, orientations, and organizational activities.

PHYSICAL AND MENTAL REQUIREMENTS:

• Physically capable of performing office activities and duties on-site, including lifting up to 30 pounds, standing, sitting, or walking for extended periods, bending, and reaching.
• Operates a computer and other office productivity equipment such as a copy machine, phone, printer, scanner, and tablet frequently.
• Requires the ability to work on a computer for extended periods (8+ hours), including performing tasks that involve repetitive motion, visual focus, and fine motor skills.
• Visual and auditory acuity to monitor the environment and ensure safety standards are maintained.
• Mental resilience and the ability to stay focused and effective in a busy, sometimes noisy environment.
• Capacity to handle multiple tasks simultaneously, meet frequent deadlines, and prioritize effectively.
• Strong interpersonal skills to interact positively with children, family members, applicants, and other staff.
• Exposure to outdoor weather conditions (occasionally).

Pre-Employment and Ongoing Compliance Requirements:

• Candidates must successfully pass a pre-employment drug screening.
• Continued employment is contingent upon passing randomized drug screenings as part of our commitment to maintaining a drug-free work environment.
• Continued employment is also contingent on the Florida State Department of Children and Families' employment designation of "eligible for employment" as a state-licensed youth-serving organization.

Department of Children and Families Level II Background Check - Please see the link below to the new Care Provider Background Screening Clearinghouse Education and Awareness website. This site was implemented under the directive of House Bill 531 (2025).

Disclaimer: The information presented in this job description is intended to illustrate the nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the direction of the organization & CEO.

Notice to Applicants:

Please note that submission of an application does not create an obligation for BGCCF to provide individual status updates. Our hiring managers carefully review all applications received, and only candidates selected to move forward will be contacted regarding next steps.

Due to the high volume of applications, BGCCF is unable to respond to emails or calls requesting updates on application status. Applicants who repeatedly contact BGCCF HR or BGCCF staff to request status updates, or who email staff members with whom they do not have an existing professional relationship solely to announce that they have applied, may be removed from consideration and have their application archived.

If you have an existing professional connection with BGCCF, you are welcome to reach out to that contact directly for networking purposes. However, all candidates must still follow the formal application and selection process outlined in this posting.