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Human Resources Coordinator - Omaha, 40 hrs/wk, Monday - Friday

Madonna Rehabilitation Hospital Omaha, NE

Job Description




Job Title:  Human Resources Coordinator-Omaha                      Job Code:   880325

Immediate Supervisor:  Human Resources Manager-Omaha         Status:  Non-exempt




Provides administrative assistance and support to Human Resources System.  Supports Human Resources employment, recruitment, benefits, payroll, and all other Human Resources functions and activities.  Supports supervisor and system leadership across campuses by assisting with coordination of meetings, appointments, activities, and department operations.  Coordinates collection and processing of required documents for new hire and employment records with excellent efficiency, accuracy, and timeliness.  Must be competent in knowing, understanding, and articulating Human Resources and Volunteer Resources policies and procedures. Receives incoming telephone calls, greets applicants and employees assisting all customers with their needs or makes appropriate referral(s) within the department, system, and/or organization.  Prepares reports and correspondence as well as maintains both automated and hard copy files.   Coordinates meetings, equipment, and room reservations as requested. Takes meeting minutes and ensures accuracy and organized records maintenance. A high level of organization required.  Requires flexibility, excellent judgment, with demonstrated ability to handle technical equipment as well as handle demanding situations and multiple priorities and assignments.  Excellent communications and problem-solving skills required to ensure the highest level of customer service, integrity, confidentiality of all facility and HR records and employee information, all data, facility policies, procedures and adherence to Madonna policies and procedures.   Responsible for quality service delivery and internal/external customer relations for the department and Madonna as a whole, including upholding the mission and Madonna Core Values for the department, system, and facility.





  1. Processes employment documentation and files, including employment application, licensure and/or credentials, and initial background checks to ensure applicants meet position qualifications before scheduling interviews.

  2. Provides clerical assistance in processing employment applications, including scheduling interviews, verification of employment, and/ or other duties as requested following Madonna Human Resources policies and procedures.

  3. Responsible for collection of all documents necessary to complete a new hire personnel file accurately and timely.  Generates welcome confirmation letter for each new hire.  Follows up with appropriate individuals timely to ensure receipt of all required documents including appropriate documentation reflecting authorization to work in U.S. and complete I-9 form accurately. Processes I-9 information through E-Verify to confirm eligibility to work in the United States within established regulatory deadlines.

  4. Responsible for obtaining all required documents for the employment file including AccurateNow statewide criminal checks, Nebraska Adult and Child Abuse Registries, accurately and timely.

  5. Ensures compliance with regulatory agencies that all professional employee's current licensure/certifications are on file on a timely basis as required by regulation and Madonna. May assist with generating monthly licensure report and verification of status of licensures via the internet.

  6. Assists supervisor with scheduling new hire health screens as assigned.

  7. May assist with various activities and initiatives, which includes internal and external job postings, and/or assisting with career fair coordination and other assigned duties.

  8. May assist with coordination of various recognition awards, ceremonies or events for the system and/or organization.

  9. Assists in composing, editing, producing and/or distributing correspondence, memos, forms and/or reports to ensure accurate, timely communication as necessary, providing support to the Human Resources system.

  10. Composes, edits and maintains written documented departmental procedures as assigned in order to provide consistent performance of tasks and cross training of co-workers.

  11. Assists with verifying employment history of employees and former employees. Completes employee reference forms to ensure compliance with regulations, Madonna policy, and to serve the needs of Madonna employees.

  12. Responsible for taking employee pictures and producing name badges for employees.

  13. Responsible for ordering and maintaining all Human Resources supplies as well as assists in maintaining adequate supply of facility and departmental forms to ensure efficiency.

  14. Assists with generating and distributing new employee orientation lists.

  15. Takes minutes at meetings as assigned.  Organizes meetings, scheduling rooms, and organizes files and records to ensure efficiency and communications to meeting attendees prior to and following meetings.

  16. Adheres to confidentiality and security of information expectations within Human Resources and external Human Resources at all times.

  17. Opens the mail throughout the day and routes mail to appropriate personnel and/or other departments in a timely fashion; therefore, enabling the smooth flow of information and allowing for the ability to respond promptly to our customers. 

  18. Coordinates Human Resources hazardous materials record retention, communication and education to department to ensure compliance with regulations and Madonna procedures.

  19. Assists with maintenance, updates, reporting, and problem-solving with others regarding all software and other systems.



  1. Collaborates effectively within the HR System and all internal and external customers at all times in order to fulfill Madonnaâ??s needs according to facility objectives in the hiring of qualified candidates.

  2. Provides effective support for the Human Resources System as assigned. May assist with office coverage across campuses as needed. Works closely, collaborates and coordinates duties with the Human Resources/Volunteer Resources Assistant to ensure front desk coverage at all times.

  3. Assists in the coordination and scheduling of interviews with applicants and all facility leadership efficiently to prevent delays in the hiring and selection process.

  4. Communicates and works with others effectively and appropriately in order to ensure information is clearly and regularly conveyed and disseminated in a manner which facilitates positive internal and external customer service.

  5. Arranges and schedules various appointments and meetings for all to ensure efficient timely operations and adequate office coverage (including communicating with and scheduling volunteers as needed).

  6. Assists in the orientation and training of new Human Resources staff.

  7. Interacts and communicates with customers, co-workers, residents/patients, volunteers, and other individuals in a respectful, appropriate, courteous, friendly and compassionate manner, in accordance with Madonna's Mission and Core Values.
  8. Assists supervisor and other leadership with special projects as assigned.
  9. Collaborates with HR System with coordination of meetings, activities, and events.

  10. Follows instruction from supervisor and co-workers to perform other functions as assigned in order to achieve Madonna and department goals. 


  1. Efficiently and effectively operates copier, telephone, fax machine, scanner and have proficient computer skills, including e-mail, word processing, presentation, spreadsheet functions and other job-specific equipment skills.

  2. Operates Human Resources software and equipment to prepare correspondence, advertisements or reports and to process applicant information timely and accurately.

  3. Operates badge camera and equipment and enters data to ensure timely and accurate employee name badges.

  4. Maintains a clean, organized and safe environment according to facility and system expectations.  Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and to prevent injury to self or others. 

  5. Assists with compliance with state and federal laws and regulations by collaborating within the HR system and reviewing and updating labor law posters for Madonna sites as assigned. 


Indoor - Sedentary work - Occasionally lifts and carries 30 pounds when stocking supplies, and/or transporting reports. Approximately 80% sitting and 20% walk/stand. Some climbing and balancing to reach computer books and supplies stored on high shelves.  Some stooping and crouching to do filing.


Frequent reaching, handling, and feeling of various papers.  Ordinary talking and hearing to answer inquiries by phone and in person continuously.  Sufficient sight to see and read reports and computer screen. Seeing acuity, near and far continuously, with depth perception and accommodation.


Mobility required for traveling, in order to support other Madonna campuses, Lincoln and Omaha


QUALIFICATIONS (Education/training and/or Experience)

High school equivalency with one year post-high school education and two years demonstrated related work experience with diverse duties and populations with high volume activity required, (preferably in a Human Resources department) OR Bachelorâ??s degree in Human Resources and work experience demonstrating knowledge and abilities relevant to successful completion of job duties.  Additional relevant work experience (as determined by Madonna) may be considered in lieu of formal post-high school education. SHRM-CP, PHR or equivalent certification preferred. 
Excellent customer service skills are essential to this position.  Demonstrated knowledge of and direct application of employment laws and procedures on the job required.  Must be proficient and have excellent technical skills working with various computer software, including Microsoft Office Products (i.e., Word, Excel, Access, Outlook, PowerPoint etc.), office machines and personnel/ payroll systems. Must have excellent grammar, spelling, and organizational skills with abilities to problem solve collaboratively.  Must be able to work in fast paced demanding situations without adverse reaction and be able to interact in a positive manner with staff and public, either in person or by telephone. Must demonstrate integrity and adherence to facility and departmental confidentiality at all times within the Human Resources department and external to the department. Requires flexibility in schedule to work occasional evenings or weekends for special projects or events as assigned.  Must proof and verify own work and work from others for accuracy.   Must maintain excellence attendance during regular business hours to greet and serve the Human Resource customers and support other staff and management.
Must have current valid driver's license and must submit a copy of current driver's abstract reflecting a good driving record.
Background checks are conducted.  When specific authorization forms are requested so that full background and history can be obtained, employees/applicants must sign the form(s) requested.