Human Resources and Payroll Coordinator (RHMI)

Position Summary

Reproductive Health Mission, Inc. (RHMI) is seeking a highly organized, detail-oriented Human Resources and Payroll Coordinator to support the organization's growing workforce and federally funded programs.

The Coordinator will manage day-to-day human resources administration, coordinate recruitment and onboarding, administer payroll processes, maintain accurate personnel records, and support compliance with applicable employment and federal grant requirements.

Working closely with organizational leadership, program directors, and finance personnel, the Coordinator will help establish and maintain efficient, reliable, and scalable HR and payroll systems.

This position is ideal for an experienced HR or payroll professional who enjoys hands-on work, takes ownership of administrative processes, and thrives in a growing nonprofit environment.

Key Responsibilities

1. Recruitment and Onboarding

• Coordinate recruitment activities, including job postings, candidate communications, interview scheduling, reference checks, and hiring documentation.
• Prepare and coordinate offer letters, employment agreements, and onboarding materials using approved organizational templates.
• Facilitate new employee onboarding, including employment eligibility verification, tax forms, payroll enrollment, benefits enrollment, and required acknowledgments.
• Maintain hiring trackers and provide leadership with updates on open positions, recruitment progress, and onboarding status.
• Coordinate orientation and ensure new employees receive appropriate access to organizational systems and required training.
• Support employee offboarding, including documentation, system-access termination coordination, final payroll processing, and benefits-related notifications.

2. Payroll Administration

• Coordinate accurate and timely payroll processing for employees across the organization's programs.
• Maintain employee payroll information, including compensation, employment status, deductions, and approved changes.
• Review timesheets, leave records, and other payroll inputs for completeness and accuracy.
• Coordinate payroll processing through the organization's payroll provider.
• Review payroll reports, identify discrepancies, and resolve issues in coordination with finance personnel and the payroll provider.
• Support appropriate allocation of employee compensation and benefits across federally funded projects and other organizational activities.
• Maintain records supporting payroll expenditures, time and effort, and grant-specific personnel allocations.
• Coordinate payroll adjustments, employee reimbursements where applicable, and employment-related deductions.
• Assist with year-end payroll activities, including W-2 preparation and reconciliation through the payroll provider.

3. Human Resources Administration

• Maintain accurate and confidential employee personnel records.
• Track employment agreements, compensation changes, position descriptions, employee status, and other personnel information.
• Administer routine HR processes, including personnel updates, employment verification, and employee documentation.
• Coordinate employee leave, PTO, and attendance records in accordance with applicable policies.
• Assist with benefits administration, including enrollment, changes, renewals, and employee inquiries.
• Maintain HR policies, procedures, forms, and employee handbook materials under the direction of organizational leadership.
• Coordinate performance evaluation schedules, probationary-period reviews, and required employee acknowledgments.
• Respond to routine employee questions regarding payroll, benefits, and HR procedures, escalating complex issues appropriately.

4. Employment and Grant Compliance Support

• Support compliance with applicable federal, state, and local employment requirements.
• Maintain required employment documentation, including Form I-9 records and other applicable personnel records.
• Monitor administrative deadlines relating to employee onboarding, benefits, training, and employment documentation.
• Support appropriate employee classification, payroll practices, and wage-and-hour compliance in coordination with leadership and external HR or legal advisers.
• Maintain personnel and payroll records needed to support federal grant documentation, reporting, monitoring, and audits.
• Coordinate with the Grants and Finance Manager to ensure personnel expenses are accurately recorded and appropriately allocated.
• Support documentation of actual time worked on federally funded projects.
• Identify potential HR or payroll compliance issues and escalate them promptly to organizational leadership.

5. HR Systems and Process Improvement

• Help establish and maintain efficient HR, payroll, and personnel-record systems.
• Evaluate opportunities to automate routine HR and payroll processes, reduce manual work, and improve accuracy.
• Maintain organized electronic records with appropriate access controls and confidentiality safeguards.
• Develop and maintain practical HR checklists, templates, trackers, and standard operating procedures.
• Coordinate with payroll, benefits, IT, and other external service providers.
• Recommend improvements to recruitment, onboarding, payroll, and employee administration workflows.
• Support the development of scalable processes appropriate for a growing, geographically distributed organization.

6. Administrative and Leadership Support

• Provide regular updates to leadership regarding staffing, onboarding, payroll, and HR administrative matters.
• Coordinate with program leadership to anticipate staffing and personnel administration needs.
• Assist with workforce planning and personnel-related budget information as requested.
• Support employee communication regarding organizational policies, payroll processes, and benefits.
• Perform other related HR and payroll administrative responsibilities consistent with the position.

Required Qualifications

• Bachelor's degree in human resources, business administration, accounting, or a related field, or equivalent professional experience.
• At least 3 years of experience in human resources administration, payroll processing, or a closely related role.
• Demonstrated experience coordinating payroll, including timekeeping, payroll adjustments, and employee record management.
• Working knowledge of HR administration, employee onboarding, benefits coordination, and payroll processes.
• Familiarity with federal and state employment requirements.
• Proficiency with payroll or HR information systems and Microsoft Office applications, particularly Excel.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential employee and financial information with discretion.
• Ability to work independently, manage competing priorities, and meet recurring deadlines in a remote environment.
• Strong problem-solving skills and a commitment to accuracy and process improvement.

Preferred Qualifications

• Experience working in a nonprofit, healthcare, educational, or federally funded organization.
• Experience processing payroll for employees working across multiple states.
• Familiarity with federal grant personnel documentation, time-and-effort reporting, or allocation of payroll expenses across multiple programs.
• Experience supporting recruitment and onboarding in a growing organization.
• Experience with payroll and HR platforms such as ADP, Bamboo, Paychex, or similar systems.
• Familiarity with employee benefits administration and leave-management processes.
• Experience developing or improving HR and payroll workflows.
• SHRM-CP, PHR, Fundamental Payroll Certification (FPC), or another relevant professional certification.

Ideal Candidate

The ideal candidate is a dependable, resourceful HR and payroll professional who is comfortable taking responsibility for day-to-day personnel administration.

This individual is highly organized, attentive to detail, and able to balance employee service with accurate recordkeeping and compliance.

The successful candidate will be comfortable working in a growing nonprofit organization, coordinating with multiple program teams, and improving systems to make HR and payroll operations more efficient and reliable.

Above all, we are looking for someone who is proactive, trustworthy, responsive, and committed to supporting an organization dedicated to improving reproductive healthcare and education.