HR Operations, Payroll Coordinator

Role Overview

• Process regular payroll cycles ensuring:
• Accurate hours worked and PTO usage
• Correct pay rates, deductions, and adjustments
• Track down missing timecards and approvals
• Coordinate payroll changes related to:
• New hires, promotions, terminations, and leaves of absence
• Bonuses, stipends, or onetime payments
• Partner with Finance and external payroll providers to:
• Reconcile payroll and benefit reports
• Resolve discrepancies or errors
• Ensure consistency with month-end reporting
• Support finance with reconciliation of specific payroll or benefit expenses
• Ensure compliance with multistate payroll regulations, wage and hour laws, and healthcare specific requirements
• Manage benefits requirements for states not supported by HRIS on a monthly and quarterly basis
• Support payroll audits from accounting and external audit & tax firms, in addition to managing end of year activities (e.g., W2 preparation)
• Coordinate employee onboarding from offer acceptance through first day, including:
• New hire paperwork and I-9 verification
• Benefits enrollment coordination
• System access requests and orientation scheduling
• 30 & 90 day check ins
• Manage employee offboarding processes, including:
• Termination and resignation workflows
• Final pay coordination
• Benefits transitions (COBRA notifications, etc.)
• System access deactivation
• Maintain accurate and up to date employee personnel files (digital and/or physical), ensuring:
• Compliance with federal, state, and healthcare specific requirements -specific requirements
• Proper documentation retention and confidentiality
• General administration duties that include but not limited to:
• Support employee data changes (address updates, job changes, compensation changes, leave status) across systems
• Managing and tracking leave of absence for internal employees
• Tracking online reviews
• Tracking turnover and terminations
• Employee gift management
• Support reconciliation of other employee-based systems (ex. Expensify)
• Serve as a point of contact for employee questions related to HR administrative processes
• Assist with audits and compliance requests, including documentation preparation for internal, external, or regulatory reviews

Requirements

• 2–5 years of experience in HR administration, and payroll coordination
• Hands-on experience processing payroll or supporting payroll administration
• Strong attention to detail and organizational skills
• Experience working with HRIS and payroll systems
• Ability to handle confidential and sensitive information with discretion
• Strong written and verbal communication skills
• Comfortable supporting a remote, multi-state workforce
• Experience supporting healthcare, clinical, or highly regulated organizations
• Familiarity with multi-state employment and payroll requirements
• Experience working with benefits administration and leave management
• Experience or knowledge of accounting principles is beneficial, but not required

Benefits

• Competitive compensation, reflecting our commitment to attracting, retaining, and motivating the best talent in the industry
• Comprehensive benefits including medical, dental, vision, and life insurance, paid time off and holidays, employer 401(K) match, etc.
• Remote work with multiple onsite sessions each year to maximize collaboration and team building
• A dynamic and inclusive team environment where you can lean on your teammates, offer candid feedback, bring your true self to work each day, and deliver tremendous impact while having fun along the way
• Meaningful work each day; we care deeply about our mission, our patients, and each other