Human Resources &Administration Coordinator

Job Title: Human Resources &Administration Coordinator

Reports To: People and Culture Director

FLSA Status: Exempt (Administrative Exemption)

Employment Type: Full-Time (40 hours/week)

Location Structure: On-Site / Hybrid (Requires a predictable on-site presence)

Last Updated: June 2026

Compensation & Benefits

Pay range $75,000- $98,000 annualized

Pay Band: Coordinator 2

Competitive benefits include: 

○ Medical and Dental paid at 100% for employee, 50% for dependents 

○ Organization sponsored 403B retirement plan matched at 5% 

○ Short term/long term disability 

○ Organization sponsored Life Insurance 

○Paid Time Off (PTO): 4 weeks of accrued PTO annually, increasing to 5 weeks after 5 years of service.

 

Job Overview 

The HR & Admin Coordinator supports the day-to-day human resources and administrative operations of Parenting With Intent (PWI). This position is responsible for coordinating payroll processes, employee orientation and employment documentation, benefits administration, and personnel record management while ensuring compliance with PWI policies and applicable employment regulations.

In addition, the HR & Administrative Coordinator supports the management and maintenance of PWI facilities, equipment, safety protocols and administrative infrastructure. Working closely with the leadership team, this position helps ensure that PWI's people, systems, and physical work environments effectively support the PWI's mission, staff, and programs.

Job Requirements: 

• Strong understanding of and commitment to the mission, values, and relational culture of Parenting With Intent (PWI).
• Demonstrated experience in human resources administration, payroll processing, benefits administration, office administration, or related operational functions.
• Knowledge of employment documentation and recordkeeping requirements, including I-9s, W-4s, personnel files, payroll records, and employee confidentiality standards.
• Experience coordinating employee benefits, including medical, dental, retirement plans, open enrollment, and employee eligibility tracking.
• Strong organizational, tracking, and time-management skills, with the ability to manage multiple priorities, deadlines, and administrative processes simultaneously.
• Exceptional attention to detail, accuracy, and follow-through in managing employee records, payroll information, compliance documentation, and administrative systems.
• Proficiency with payroll database, and technology systems, as well as Google Workspace, spreadsheets, and other HR and administrative software.
• Ability to develop, maintain, and improve administrative systems, workflows, tracking tools, and organizational processes.
• Experience coordinating projects, managing competing priorities, and supporting cross-functional operational initiatives.
• Strong written and verbal communication skills, including the ability to communicate professionally and effectively with employees, vendors, contractors, and community partners.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive employee, organizational, and financial information.
• Ability to identify problems, recommend solutions, and contribute to continuous improvement of agency operations and employee support systems.
• Experience coordinating facilities, vendor relationships, office operations, maintenance requests, or workplace logistics preferred.
• Commitment to collaboration, professionalism, accountability, and maintaining positive working relationships across teams and departments.Strong understanding of and commitment to the mission, values, and relational culture of Parenting With Intent (PWI).

Responsibilities 

• Coordinate employee and employment administration processes, including orientation support, new hire paperwork, personnel files, employment documentation, system access, and employee records management.
• Support payroll administration and HR compliance activities, including maintenance of employment records, payroll documentation, tax forms, I-9s, W-2s, and other required employment documentation.
• Administer employee benefits programs, including medical, dental, and retirement plan enrollment, employee changes, open enrollment activities, and benefits-related communication.
• Serve as a resource to employees regarding payroll, benefits, administrative processes, and employment documentation.
• Maintain accurate, organized, and confidential personnel records in accordance with agency policies and applicable regulations.
• Coordinate employee leave administration and tracking, including maintaining leave records, monitoring leave balances, supporting leave-related documentation, and ensuring compliance with agency policies and applicable regulations. 
• Oversee agency facilities, office operations, and workplace infrastructure, including maintenance coordination, vendor relationships, safety compliance, office equipment, agency vehicles, and building-related needs.
• Coordinate office purchasing, inventory management, supply procurement, and administrative resources to support staff, programs, and organizational operations.
• Manage agency administrative services, including incoming communications, mail processing, record management, and general office support functions.
• Develop, maintain, and improve administrative systems, procedures, tracking tools, and workflows that promote efficiency, compliance, accountability, and organizational effectiveness.
• Maintain confidentiality of employee, client, financial, and organizational information and exercise sound judgment when handling sensitive matters.
• Other responsibilities as needed that arise as the role grows and develops

Job Requirements & Qualifications

Education & Experience

• Required: Minimum of 2–3 years of progressive professional experience in office management,  human resources administration, operations, benefits coordination, payroll processing, or related operational capacities.
• Required: High school Degree or GED

Knowledge, Skills, and Abilities

• Compliance Knowledge: Strong working knowledge of foundational employment records standards (I-9 guidelines, W-4 requirements, confidentiality laws) and basic state/federal labor regulations.
• Technical Proficiency: Advanced skill within the Google Workspace environment (Docs, Sheets, Drive). Experience managing workflows within HRIS, payroll portals, or centralized asset databases.
• Collaboration, Discretion & Confidentiality: Absolute ability to handle sensitive employee data, confidential personnel files, and financial records with impeccable ethics and mature judgment. Commitment to collaboration, professionalism, confidentiality, and maintaining positive working relationships across teams and departments.
• Operational Rigor: Outstanding attention to detail, strong time-management capacities, and a proven track record of managing competing operational timelines simultaneously.
• Mission Alignment: Deep understanding of and commitment to the relational culture, trauma-informed approach, equity commitment, and human-first mission of Parenting With Intent (PWI). Strong understanding of contract requirements, grant funding, invoicing practices, compliance standards, and financial accountability within nonprofit or human services settings

Physical & Licensing Requirements

• Possession of a valid Driver’s License and a clean driving record (required to safely operate and coordinate logistics for agency vehicles).
• Ability to lift and move objects up to 25–30 lbs occasionally for office equipment installations, facility setups, and supply shipments.
• Ability to maintain a reliable, regular on-site schedule to coordinate facility maintenance and handle on-premises workplace demands.

About Parenting With Intent 

Our Mission

Building strong connections for healthy communities. 

Our Values

Through skillful engagement, we strive to establish trusting relationships and meaningful connections so that individuals are empowered to find the voice to advocate for their needs and the confidence to pursue their aspirations. We believe healthy relationships are the vehicle through which our youth and families are able to grow and thrive. It is our hope that each person involved in our program learns to identify an authentic sense of self, develop and sustain healthy relationships, recognize and participate in safe communities and ultimately live their lives with intention. 

Our Commitment to Equity

Equity Statement (external)

We understand that Race, Class, Gender, Sexual orientation and other marginalized identities have caused people to experience structural barriers that impact their ability to live healthy and prosperous lives. The Child Welfare system often perpetuates these inequities, trapping youth and families in strong cycles of poverty, disempowerment, broken relationships and trauma.  At Parenting with Intent, our goal is to interrupt those cycles through the cultivation of healthy and sustainable relationships. We know that to achieve individual and community wellbeing, we must deeply integrate and practice principles of justice, equity, diversity, and inclusion (JEDI) both in our service delivery as well as within our organizational culture. We believe that when people experience partnerships that are rooted in authenticity and empowerment they can bring their full brilliance and inherent dignity to their lives, their community and their work. Mutual welfare and prosperity are hallmarks of healthy communities and we strive to ensure that that mutuality is felt by all who are affiliated with our agency.

Our Equity Vision (internal)

Our commitment to JEDI work is held in our vision for the future. When we are successful, families define and achieve their greatest aspirations and visions for themselves, their family, and their community with self determination and independence. In our vision, the child welfare system shrinks as the community expands. Strong communities and social fabric replace the need for the Child Welfare system. We envision an organization that is diverse throughout, where team members are supported, included, valued, and are able to grow and succeed. That our leadership team effectively shares power so that perspective and voice are valued and integrated from all levels of the organization. We are brought together by our mutual belief in the inherent strength and richness of a diverse organization and by our commitment to reducing, mitigating, and eliminating inequities in the child welfare system.

Our Agency Culture

PWI is a special and unique environment where ideas are valued, visions are shared and people are empowered. We are intentional about creating a workspace that values trust and collaboration and believe that individuals thrive when they feel cared for and supported. All positions at PWI encourage creativity and include flexibility in order to promote a healthy work-life balance while meeting the fluctuating needs of the people we serve. Our team members work to establish healthy connections within their work relationships and operate from a strong commitment to furthering the Mission of PWI. We set ourselves apart by holding ourselves to a standard of excellence in the work that we do and the services that we provide.