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Human Resources Coordinator

Location:Philadelphia, PA
Employment Type:Full Time

Human Resources Coordinator


About us:

The NBME is an independent, not-for-profit organization that provides high-quality examinations for the health professions. Protection of the health of the public through state-of-the-art assessment of health professionals is the mission of the NBME, along with a major commitment to research and development in evaluation and measurement. The NBME was founded in 1915 because of the need for a voluntary, nationwide examination that medical licensing authorities could accept as the standard by which to judge candidates for medical licensure. Since that time, it has continued without interruption to provide high-quality examinations for this purpose and has become a model and a resource of international stature in testing methodologies and evaluation in medicine. Although the NBME's mission is centered on assessment of physicians, it encompasses the spectrum of health professionals along the continuum of education, training, and practice and includes research in evaluation as well as development of assessment instruments.

The NBME has approximately 450 employees and  is located in Philadelphia's University City neighborhood, home to some of the country's most esteemed universities, nonprofit research institutes, and research and teaching hospitals.


About the opportunity:

The Human Resources Coordinator supports and coordinates the efforts and operations of the NBME HR team in order to have a meaningful impact on the employee experience.


This is an excellent opportunity for a recent college graduate in Human Resources with a great deal of initiative and a strong desire to learn and do.  The HR Coordinator is an integral part of our busy and fun HR team.  We work hard to make sure that our employees have a great work-experience and our HR Coordinator works hard to make sure we are successful!



The HR Coordinator is the face of NBME HR.  You are the gatekeeper, organizer, and constant presence for our team.  

Some of your day to day responsibilities include management of the HR email inbox and HR calendar, opening and sorting mail, screening calls, greeting visitors, answering routine HR related questions, creating correspondence, and general office and administrative work. You'll arrange physical and virtual meetings and prepare agendas; processes invoices, purchase order requests and expense reports, manage our Am Ex account, and compile, track and prepare budgetary information.  Actively participate in organizing, maintaining and archiving electronic documents and files.


The HR Coordinator ensures that we have accurate, compliant and well-kept employee information.

You will independently maintain all employee files and records. This begins by coordinating, collecting and verifying all new hire paperwork and ensuring I9 compliance. You will enter employee data into Oracle, working collaboratively with HR Specialist to ensure quality control. You will manage the completion and effectiveness of employee change processes, paperwork and communications including new hire/onboarding and terminations. Maintain all HR employee records through timely and accurate filing, mailing, updating, storing and shredding. Assist the team with large employee communications and change efforts such as open enrollment and mass mailings.


The HR Coordinator brings the fun!

You will independently coordinate HR programs and events such as Take Your Child to Work Day and Food Drive, and act as HR representative and key member of task forces such as the Employee Planning Committee. Collaboratively lead and coordinate Philadelphia Reads program and process all employee background checks for program participation. You will coordinate and participate in new hire orientation, participate in the design and delivery of orientation and ongoing acclimation initiatives. You will coordinate and communicate training and developmental events, and track training and professional development participation and costs. You should be very comfortable using technology to streamline and coordinate meetings, conferences, and educational opportunities. When you're ready, you can assist in training needs assessment and program development and delivery.


The HR Coordinator is the voice of HR.

You will participate in efforts to create a consistent HR communications strategy. You'll manage and coordinate all communications and processes related to employee changes such as new hires and terminations. You will collaboratively maintain our HR Information Portal, and independently maintain NBME organizational chart and new hire dates tool. You'll also create, revise, send, and post HR related communications as directed. Update and ensure NBME labor law poster compliance. Coordinate Town Hall meetings and employee question process. Manage employee suggestion box and triage and distributes employee comments. Manage processes and funds related to employee milestones, celebrations, and sympathies. Participate in the administration of the Rewards and Recognition program. Prepare and distributes holiday cards.


The HR Coordinator does a whole lot more!

We'll also ask you to actively participate in other HR projects and duties, such as but not limited to, Total Rewards and Talent Management initiatives, internal and external surveys, etc. You'll need to collaboratively work to streamline, improve and fully document internal HR processes.


If you are interested in this great opportunity, here's what you need to bring to the table:

A Bachelor's Degree, with a major in Human Resources.  If your degree is in another field, we'd like you to have completed an internship related to HR or have some professional experience in HR.

You must have an excellent customer service orientation.  Your customers include the entire HR team and every employee at the NBME.

You must have the ability to work as part of a team, but with a great deal of initiative and ownership.  In other words, you need to get things done!

You need to be dependable and trustworthy, with the ability to keep information highly confidential.

You must be attentive to detail and deadline oriented, with excellent planning, organizational, and problem solving skills.  You must demonstrate proactive approach for seeking information, planning and accomplishing work, and problem-solving.

Great time-management, multi-tasking and follow-up skills are also a must.

Flexibility and resourcefulness are key attributes for this position.

Superb interpersonal and communication (oral and written) skills will be required if you want to be successful here.

A positive attitude, a desire to learn from others and continually do more, the ability to laugh at yourself and have fun are all important in this role.

You should also have strong experience with MS Office Applications; experience using Oracle a plus.



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