Human Resources Coordinator

Description

Mary McDowell Friends School (MMFS) invites applications for an HR Coordinator beginning May 2026. 

Job Title:    HR Coordinator

Reports to:    Director of Human Resources

Position Overview

The HR Coordinator supports the school’s mission by assisting with essential Human Resources operations. Reporting to the Director of Human Resources on behalf of the Business Office, this role is primarily responsible for overseeing the school’s timekeeping processes and maintaining accurate employee data in the HRIS. The HR Coordinator also provides general administrative support to ensure efficient and effective HR operations.

Essential Responsibilities & Duties

Timekeeping & Attendance Administration

• Administer the school’s time and attendance system, ensuring accurate and timely submission of employee time records.
• Review non-exempt timesheets for completeness and required approvals; follow up with employees and supervisors to resolve discrepancies.
• Track and maintain records of sick, vacation, and personal leave in accordance with school policies.
• Serve as the primary point of contact for employee and supervisor inquiries related to timekeeping and PTO balances.
• Communicate regularly with department managers to ensure proper attendance tracking and timely submission of time records.
• Generate time and attendance reports for payroll processing and reconcile time data prior to payroll submission.
• Prepare and distribute monthly PTO and attendance reports to employees and supervisors.
• Assist with periodic audits of timekeeping records to ensure compliance and data integrity.

HRIS Administration, Data Integrity and  Reporting

• Maintain accurate employee data in the HRIS, including new-hire entries, status changes, compensation updates, and terminations, as directed.
• Serve as the primary system contact for basic HRIS troubleshooting and user support; escalate complex system or compliance issues as appropriate.
• Maintain digital personnel files and support document retention processes in accordance with established guidelines.
• Generate standard and ad hoc HR reports (overtime, absenteeism, work hours, etc.) for administrators and leadership as requested.
• Ensure data integrity through regular system audits and reconciliation of HRIS and payroll records.
• Support data integrity initiatives, including regular system audits and reconciliation of HRIS and payroll data.
• Assist with HR system updates, testing, and process improvements as needed.

Administrative Support

• Provide administrative support to the Director of Human Resources and collaborate closely with the HR Generalist on cross-functional HR initiatives.
• Support onboarding and offboarding processes through document collection, data entry, and checklist coordination.
• Support HR compliance efforts, including preparation for audits and maintaining required documentation.
• Assist in educating employees on time and leave policies, including participation in new hire orientation as needed.
• Update HR-related materials on the school’s intranet as assigned.
• Willing to display a commitment to anti-bias and anti-racism work and to promoting inclusion, belonging, and equity through their work in the school community.
• Perform other duties as assigned.

Skills & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Working understanding of human resource principles, practices, and procedures
• Excellent time management skills with a proven ability to meet deadlines.

Diversity and Equity Commitments

• Understand and participate in all school-wide diversity and equity initiatives.
• Examine administrative practice through the lens of race, identity, equity, and privilege.
• Provide an equitable framework for leadership decisions.
• Support a school culture that allows for social identities to feel welcome.

Supervisory Responsibility

This position has no supervisory responsibilities.

Position Type/Expected Hours of Work

This is a non-exempt, full-time position. Days and hours of work are Monday through Friday, 9 a.m. to 5 p.m., with a half-hour paid lunch break. Evening and weekend work may be required as job duties demand, and will be scheduled in advance.

Travel

On occasion, travel between campuses is necessary for meetings, which are scheduled with advance notice and are within walking distance of each other. 

Work Environment & Physical Demands

This position requires the ability to maintain the physical capacity required to navigate the school environment and to ensure the safety of the students. The ability to open filing cabinets and bend or stand for long periods of time, as necessary. This position ascends/descends stairs.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Requirements

 Required Education & Experience

• Bachelor's degree and 2-4 years of human resources experience required; experience in the private sector, charter, or Independent school system a plus.
• Working understanding of human resources principles and practices.
• Proficiency with Microsoft Office and G Suite applications; Paylocity proficiency a plus.
• Ability to work cooperatively and collaboratively with all employees, management, and external agencies to maximize performance, problem-solving, and achieve results.
• Sets a respectful, collaborative, and positive tone and recognizes our responsibility to create a diverse and inclusive environment that supports and celebrates each individual in our school community.
• Must maintain a high degree of confidentiality and professionalism regarding employees and school information.

 Application

To apply, please upload a letter of interest, resume, and contact information for three professional references as a .pdf (preferable) or word document. If your background and experience are appropriate for the position, you will be contacted directly by a member of our search committee.

We offer a rewarding work experience in downtown Brooklyn, NY, where we encourage employees to bring their whole selves to work. We recognize, appreciate, celebrate, and honor our diverse community as we build an awareness of who each individual is and who we are collectively.

Applicants who enhance the diversity of the school's faculty and administration are strongly encouraged to apply. Please visit our website for more information on our school and a full list of vacancies.

In compliance with NYC’s Pay Transparency Act, this position's hourly rate range is $25.00-$27.40 (equivalent to an annualized salary range of $52,000-$57,000 based on a 40-hour workweek). Mary McDowell Friends School considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, essential skills, internal peer equity, and market and organizational considerations when extending an offer. 

Equal Employment Opportunity

Employment at Mary McDowell Friends School is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic origin, nationality, age, religion, sex, sexual orientation, veteran status, disability, familial status, or any other category protected by the law. Mary McDowell Friends School’s policy of non-discrimination extends to all employment practices, including but not limited to hiring, transfer, promotion, training, compensation, benefits, layoffs, and termination.